Office/Admin Service Supervisor - Minneapolis, United States - University of Minnesota

Description

Job Duties/Responsibilities:
25% - Develops and implements new administrative initiatives, processes and workflows to align with University and Department policy and procedures.
a. Analyze, develop and initiate administrative procedures to best meet the needs of the faculty.
b. Determine and assign the administrative staff to faculty for existing and new faculty who join the department.
c. Analyze and initiate appropriate workflow to administrative workspace by addressing work location of admin staff to supporting faculty.
d. Develop and formalize administrative processes for continuous improvement to support faculty in an effective and efficient manner.
e. In partnership with admin staff, determine deadlines and accountability for efficiency as department adds more faculty.
f. Implement communication plan for administrative team in order to ensure procedures are conducted the same by all team members.

30% - Support department chair and facilitate work outcomes that adhere to reporting requirements, internal processes, regulatory guidelines and ensure the consistency by all staff.
a. Provide support to department chair including but not limited to maintaining schedule, preparing requested documents, prepare travel arrangements.
b. Evaluate the current EFS operations and determine efficiencies to the operations by administrative staff.
c. Determine and implement a cohesive process for department purchases.
d. Adhere to accountability of staff purchases for meetings and events.

25% - Supervise administrative staff.
a. Provide supervision to administrative staff.
b. Along with Department Administrative, hire additional administrative staff as department adds faculty.
c. Conduct annual review process of administrative staff.
d. Address work issues regarding administrative staff.

10% - Adhere to general department procedures by conducting periodic check for accuracy, quality and meeting deadlines.
a. Analyze time management of administrative staff process/procedures and determine any potential efficiencies in procedures.
b. Conduct periodic review of procedures as department grows in order to continue the most efficient steps to meet the requirements for the new faculty.

10% - Oversee office facilities and in conjunction with Department Administrator implement space and equipment changes. Determine solutions to routine technical or operational issues.
a. Review with facilities/work station locations for administrative staff with Department Administrator to ensure best locations to meet faculty needs.
b. Work with administrative staff to ensure all technical issues are resolved in a timely manner.
c. Ensure all required trainings are completed by administrative staff prior to completion deadline.
d. Provide development opportunities for administrative staff to enhance technical/computer skills.

This is a hybrid position with three (3) days on campus (Tuesday is a required day on campus) and two (2) days remote.

All required qualifications must be documented on application materials

Required Qualifications:
- BA/BS degree or a combination of related education and related work experience to equal four years.
- Related experience must include supervisory experience and overseeing staff work responsibilities and one year of program/project management or executive administrative experience.
- Flexible, optimistic approach, committed to overcoming challenges; comfortable with change and ambiguity.
- Previous experience supporting executive level manager or multiple managers.
- Demonstrated ability to meet deadlines and perform multiple tasks with accuracy.
- Demonstrated commitment to a high level of reliability, confidentiality and professionalism (i.e., human resource tasks, management of staff, annual performance reviews).
- Adaptable with a strong ability to organize and manage competing priorities.
- Demonstrated ability to lead and motivate staff; i.e, department changes.
- Demonstrated evidence of a commitment to promoting a culture that respects and advances diversity and inclusion of people.
- Prior experience providing exceptional customer service to a variety of individuals.
- Demonstrated creativity and strategic thinking with the ability to take initiative and the willingness to learn.
- High attention to detail; follow detailed processes and ensure accuracy in documentation and data; ability to make a conscious effort to understand causes in addition to effects.
- Excellent written and verbal communication skills.
- Demonstrated proficiency with Microsoft and Google suites.
- Advance knowledge of QGenda scheduling.

Preferred Qualifications:
- Previous experience planning and executing events.
- Knowledge of budgeting and fiscal matters.

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Working at the University

At the University of Minnesota, you'll find a flexible work environment and supportive colleagues who are interested in lifelong learning. We prioritize work-life balance, allowing you to invest in the future of your career and in your life outside of work.

The University also 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

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

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 or call

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:

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

The University of Minnesota, Twin Cities (UMTC)

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.

At the University of Minnesota, we are proud to be recognized by the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of America's Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019, 2022).