Department Administrator

Department of Bioproducts and Biosystems Engineering
Salary: $34.51 - $36.12/hr, $71,780 - $75,130/yr
FLSA Status: Non-Exempt
Appointment Type: 100%-time, Civil Service, continuous
Department of Bioproducts & Biosystems Engineering
Reports to: Department Head

Position Overview:
This position provides leadership and solves complex problems for the administrative functions of the department of Bioproducts & Biosystems Engineering. Works directly with the head, faculty, graduate students, support staff, other administrators, and outside agencies and external stakeholders. The primary areas of responsibility are department operations, administration, strategic planning, people management, and facilities management. This position works cooperatively to maintain a productive and efficient work force and environment by maintaining and updating BBE policies, supporting ongoing financial strategic efforts, and maintaining departmental communications. This position is also responsible for compliance with all U of M, CFANS and BBE policies and will work in partnership with the Department Head and the Finance Team Lead as well as several CFANS and U of M offices such as CFANS HR, the International Scholar and Student Services (ISSS), Facilities Management (FM), etc. The department has two interdisciplinary undergraduate programs between CSE and CFANS, and thus this position will support the unique teaching needs and hiring for different disciplines, as well as budget management between two colleges, by working with the Department Head. In addition, this position will assist to maintain the relationships with industry partners and various donors as the department is highly industry-facing in terms of student job placement and fundraising.

Major Areas of Responsibility:

Administrative and Division Operations / Consultant to Head - 25%

• Provide leadership for the division's administrative services and support functions and advise the Department Head on facilities and communications, offering policy guidance, best practices, contacts, and resources.
• Collect and maintain metrics related to departmental operations
• Write/edit confidential and complex correspondence and reports.
• Manage and oversee BBE elections for committees, task forces etc.
• Manage or assign scheduling for BBE faculty and staff meetings
• Assist the Department Head and faculty on reporting requirements
• Actively involved in strategic planning and policy sessions with department head and faculty relative to research, teaching, outreach, and Extension missions
• Responsible for development or renewal of administrative policies associated with the implementation of the departmental strategic plan and initiatives.
• Support the Department Head to connect with industry partners and maintain close relationships with donors.
• Academic Affairs
  • Support the Department Head in Promotion and Tenure (P&T) processes
  • Support the Department Head in term-faculty promotion processes
  • Explain P&T policies and procedure details to faculty
  • Facilitate adjunct appointment process and renewals
  • Manage academic leaves in conjunction with CFANS-Faculty Affairs
• Facilities Management (FM)
  • Manage space assignments in Tririga
  • Assign office space and maintain staff directories
  • Work with FM on all building repairs and renovation projects

Personnel Management - 45%

• With the Department Head, manage the personnel resources by coordinating human resources processes in the department in partnership with CFANS Human Resources
• Audit biweekly payroll verification reports and monthly expended end date reports.
• Answer questions regarding timesheets and absence reporting.
• Approve timesheets and sign documents when delegated by the Department Head
• Coordinate the recruitment and hiring processes for all hires in a department with highly active teaching and research programs
• With the Department Head and faculty, align research staff with proper speciality lanes for a highly multidisciplinary department
• Work closely with finance team to verify grant funding for all hires
• Oversee graduate assistant hires and work with the Director of Graduate Studies and Graduate Program Coordinator to admit students to the BBSEM program and set up their assistantships
• Coordinate annual merit performance reviews and increases for faculty
• Oversee departmental onboarding and offboarding
• Support employees and supervisors with submitting time sheets and absence requests if needed
• Coordinates academic search processes for faculty and staff in partnership with the CFANS HR department (e.g., managing applications, scheduling, note-taking, and logistical coordination)
• HR TDX Navigator support to either assist supervisors in making HR TDX requests or in making those requests for supervisors (note: this support role should be shifting away from Admins as we get accustomed to TDX requests and build more resources to guide supervisors)
• Identify and escalate human resources issues to CFANS Human Resources for policy, rule, contract, and legal interpretations and consultation.
• Oversee non-employee/ Person of Interest appointments (e.g., fellowships, affiliate/adjunct faculty)
• Assist supervisors with possible workers compensation injuries (submitting First Reports of Injury)
• Prepare visa documentation in collaboration with UMN's International Student and Scholar Services.
• Manage volunteer agreements and Safety of Minor requirements
• Partner with the Department Head to proactively address, manage, and resolve faculty and staff conflicts.

Fiscal & Grants Management 20%

• Provide key guidance to the Department Head on the annual budget and oversee the administration of all departmental financial accounts, including instructional, research, endowment, and foundation funds.
• In partnership with the Department Head and the finance team, resolve complex budgetary issues related to planning, (re-)allocation, and foundation account spending and investment
• Ensure appropriate use of BBE Foundation funds per donor request and need of the department
• Supports the preparation of departmental annual and administrative budgets by the CFANS Finance team and Department Head.
• Tracks department fellowship and scholarship funds and advises Department Head on resources available for awarding department scholarships and fellowships and teaching assistantships
• Works with Department Head, graduate program leads and faculty committees in awarding departmental fellowships.

Supervision - 10%

• Supervise staff as assigned by the Department Head
• Responsible for all supervisory activities including interviewing, hiring, training, evaluation, salary recommendation, disciplinary action, and termination of division civil service and bargaining unit staff who support division operations and faculty.
• Conduct monthly staff meetings.
• Conduct quarterly check-in meetings with staff to discuss goal setting and professional development. Provide feedback on performance and write annual performance evaluations.
• Help staff to work through problems and provide the resources they need to do their work.
• Manage staff hybrid schedules to ensure on-campus coverage and employee work/life balance.

Required

• BA/BS plus at least 4 years of experience or a combination of education and relevant work experience to equal eight years
• Progressively responsible experience in office management, including experience in human resources, communications, strategic budgeting and facilities management
• Strong computer skills and experience in Word, Excel, database management and reporting in a computer network environment
• Evidence of experience in writing complex correspondence, reports, policy documents, and planning documents

Preferred

• Evidence of strong interpersonal and communication skills with a variety of personalities
• Experience in the University of Minnesota system or other academic setting
• Evidence of a knowledge and appreciation for research, teaching and outreach efforts and results
• Evidence of problem-solving skills
• Evidence of conflict resolution, negotiating and consensus building skills
• Evidence of a balance of skills in attention to details and seeing the big picture
• Evidence of maintaining confidentiality
• Evidence of supervision experience
• Experience in working with diverse cultures and communities

The Department of Bioproducts and Biosystems Engineering (bbe.umn.edu) is an internationally renowned academic unit with the core mission of sustainable use of renewable agricultural and natural resources, and protection and enhancement of the environment.

Pay Range: $34.51 - $36.12 per hour; depending on education/qualifications/experience

Time Appointment:100% Appointment

Position Type: Civil-Service & Non-Faculty Labor Represented Staff

Please visit the Office of Human Resources website for more information regarding benefit eligibility.

The University offers a comprehensive benefits package that includes:

• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost
• Employee Transit Pass with free or reduced rates in the Twin Cities metro area

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will be given the opportunity to complete an online application for the position and attach a cover letter and resume.

Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.

To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-8647.

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu

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