The Center for Applied Research and Educational Improvement (CAREI) in the College of Education and Human Development at the University of Minnesota is seeking an officer manager for their department. CAREI is a premier network hub that builds educator’s data-based decision-making capacity through high quality technical assistance, professional learning, and program evaluation in education. This position facilitates the general operations of the department, including purchasing and financial support, human resources support, communications, and general administrative support. The office manager reports to the Administrative Director and liaises with College of Education and Human Development (CEHD) human resources and finance teams.
This position is represented by the AFSCME Clerical bargaining unit, Local 3800.
Office Management (25%)
Oversees daily operations and projects of the Center, including working with the public, faculty, staff and students to meet the goals of the Center. Meets weekly with Center associate director to set goals/requirements, but works autonomously to carry out projects as required.
Assembles and presents information (financial, projects, HR, etc) for the director, with the assistance of CEHD financial and HR staff. Recommends possible solutions.
Monitors critical agenda action items and briefs the director on progress related to issues
Hires, trains, assigns work, and provides oversight to student and part-time employees
Convenes internal meetings
Supervises the student employee(s) and provides direction for administrative staff that help manage the day to day operations of the Center
Provides direction to staff that serve as the first point of contact for the Center. Acts as representative for the Center, as assigned on behalf of the director.
Develops and maintains consistent internal communications to foster cohesive and collaborative working environment
Implements administrative changes as directed; may be primary expediter of change.
Serves as the Department Access Coordinator (DAC) and Department Facilities Representative (DFR) including managing keys, building access, and facilities work orders to maintain the physical space of the Center.
Financial Management (30%)
Develop and carry out processes within CAREI for preparing and administering contracts, developing vendor relationships, invoicing clients, etc.
Track, update, and report on staff salaries to ensure coverage for sponsored projects, External Sales, Internal Sales, and other sources
Coordinate with accounting staff to prepare, maintain, and present Center budgets and financial projections
Identify and proactively communicate budgetary changes and ramifications for sponsored and non-sponsored projects (ordering equipment, procurements timelines, etc)
Provide administrative assistance to project leads to insure smooth implementation of projects. This may include: project management; interpreting financial reports; coordinating payroll changes; and coordinating grants/contracts with SPA, Internal Sales, External Sales, or the Office of General Council.
Complete all purchases as requested and process expenses
HR Support (25%)
Act as liaison between the Center and CEHD on all personnel, appointment, and payroll issues within CAREI
Craft job descriptions; create offer letters; complete background checks, I-9, and HRIF; enter Position Management number requests; and submit CEHD papaya requests for HRMS entry
Manage pay distributions for all employees
Conduct hire and exit interviews for undergraduate student employees.
Work autonomously to develop CAREI processes and procedures to ensure that the Center is in compliance with University and College policies and procedures and ensure that the Center policies and procedures are reviewed annually, revised as needed and implemented
Perform other projects / tasks related to finance and HR as directed
Content/Communication Strategy (10%)
Create and disseminate external communications to clients, partners, and larger community
Distribute CAREI District Assembly membership invitation materials and process payments.
Organize WebEx broadcast/recording and event logistics for CAREI Assembly meetings.
Update and maintain CAREI internet and intranet sites, including creation of new content, pages and functions as needed, using Dreamweaver or similar program (knowledge of HTML not necessary).
Represent CAREI at CEHD Webteam and Content Strategist meetings and trainings. Act as representative from CAREI to CEHD communications team.
Administrative Support (10%)
Cultivate and maintain strong working relationships with colleagues throughout the University in order to exchange or convey information.
Attend relevant CEHD meetings, report back to director and implement changes with staff as needed
Gather and interpret data to complete University and external reports
Organize/maintain center's filing systems
Record minutes at all staff meetings
Keep CAREI Policies & Precedents document updated and notify staff of additions or changes that occur.-Provide assistance to director and leadership as needed (e.g., meeting preparation, external communications, logistical arrangements, etc.)
Other duties as assigned
High School Diploma/GED and four (4) years of related office experience. Training/education may be substituted for some of the years of experience
Documented Excel proficiency, including use of formulas in financial spreadsheets
Must complete University of Minnesota financial systems and HR systems training within 6 months of hire
*Please note that the University's financial and HR systems require training and demonstrated proficiency before access will be granted to those systems.
Financial management experience, including budgeting, accounting, and analysis.
Experience with HR actions including personnel, recruiting, leave management, appointment and payroll management
2-3 years project management experience
Proven ability to work independently. Self-starter. Demonstrated evidence of self-direction and initiative.
Demonstrated excellent written communication skills-Previous experience with University of Minnesota information and management systems such as EFS, HRMS, Recruiting Solutions, UM Reports, or PeopleSoft a plus
Experience working under tight deadlines in a fast-paced office
Proven ability to demonstrate exceptional work productivity and a superior level of timeliness, thoroughness and responsiveness
Experience working with multiple simultaneous projects and ability to balance many competing demands.
Demonstrated strong communication and interpersonal skills
Proven ability to pay attention to detail
Ability to independently identify problems or potential improvements, seek out information, and summarize action options to a decision-making authority
Internal Number: 336428
About University of Minnesota, Twin Cities
The University of Minnesota, founded in the belief that all people are enriched by understanding, is dedicated to the advancement of learning and the search for truth; to the sharing of this knowledge through education for a diverse community; and to the application of this knowledge to benefit the people of the state, the nation, and the world.