Administrative Program Associate - Minneapolis, United States - University of Minnesota

Description

JOB TITLE:
Administrative Program Associate

JOB CODE:
8208A2 (salary range: $25.91/hr, $53,900 - $29.13/hr, $60,600)

Position Overview:
This position is situated in the College of Food, Agriculture and Natural Resource Sciences (CFANS) Office for Inclusive Excellence (OIE) (formerly Office for Diversity and Inclusion) operating under the leadership of the Assistant Dean for Diversity, Equity and Inclusion (DEI). Broadly speaking, the OIE's work serves to advance the CFANS DEI Strategic Plan and seeks to foster an inclusive climate in CFANS for students, faculty and staff. Our work also seeks to build community-university partnerships and develop relationships with communities that can lead to new pathways to CFANS. The Administrative Program Associate is responsible for managing the OIE's critical administrative operations and supporting our ongoing inclusive excellence initiatives. This position also works closely with and provides administrative support to the CFANS Assistant Dean for DEI. An ideal candidate for this position is dedicated to building inclusive excellence within higher education. This role requires the ability to work autonomously and with departments, units, centers, and people across CFANS's broad Statewide reach. This requires professionalism, the ability to forge and maintain effective relationships with various constituents, and a deep understanding of diversity, equity and inclusion in the context of higher education.

CFANS allows for some flexibility in work arrangements, potentially allowing for hybrid work. These arrangements vary depending on the nature of a position. This position may allow for some hybrid work which will be determined upon hire between the employee and supervisor. In addition to required in-person time, at times, this position may also require scheduled work after hours to support OIE meetings and/or events.

Job Description:
1. OIE Administration (30%)

• Operations: Manage operations of the CFANS OIE, including managing daily activities and ongoing projects, routing and managing OIE requests and/or other inquiries, and coordinating workflows for all OIE activities. Utilize a project management tool to help organize, collaborate, plan, and execute OIE activities.
• OIE dashboard management: Work in consultation with the Assistant Dean to further develop, implement, and track progress of the CFANS DEI Strategic Plan and Collegiate DEI vision. Develop and maintain an OIE dashboard to visualize the CFANS DEI Strategic Plan progress over time.
• Document and process management: Develop and maintain OIE documents and electronic file management system; develop and implement system for documenting OIE standard operating procedures.
• Budget and finance: With oversight from the Assistant Dean for DEI, manage and track the annual OIE budget. Serve as a liaison to the CFANS Finance Team to ensure alignment with all College and University budgetary practices and policies.
• Purchasing: Purchase, process receipts and expense reimbursements, track expenses, and develop reports for OIE staff expenses and/or expenses utilizing OIE funds following CFANS and University purchasing practices and policies.
• Space and facilities: Manage the use and maintenance of the OIE's spaces including managing space reservations and access, and ensuring compliance with policies on proper use.
• Relationship development and maintenance: Develop and maintain relationships with OIE partners such as DEI committee members from across the College through ongoing communication, relationship building, and tracking touchpoints in order to identify opportunities for the OIE to advance its work.
• Supervision of student staff: Manage recruitment, hiring, training, supervision, professional development, and evaluation of student workers.

2. Administrative Support to the Assistant Dean for DEI (30%)

• Support for committees and meetings: Support the Assistant Dean's ongoing work with staff and partners, including by scheduling, preparing and executing committee and other meetings, drafting and posting agendas/minutes, communicating progress, and processing expenses. This includes support for meetings led or supported by the Assistant Dean such as the CFANS Inclusive Excellence Advisory Committee (IEAC), Community of DEI Practitioners, OIE team and other meetings.
• Data collection, reporting, and presentation: Work with the Assistant Dean to track performance indicators for DEI efforts across CFANS and collect, report, and analyze data. Assist with monitoring progress towards College-wide and unit-level Inclusive Excellence goals. Develop reports, slide decks, etc. as requested by the OIE leadership.
• Research: Conduct research and other exploratory tasks to support Assistant Dean's capacity to advance DEI strategic initiatives.
• Liaison: Act as the primary contact for those seeking to engage with OIE and the Assistant Dean, and act as a representative for the OIE at both internal and external events and/or committees. Minimal local or regional travel may be necessary.

3. Program Planning, Management, & Implementation (20%)

• Program support: Offer administrative and technical support as well as DEI content expertise (when appropriate) to education and training initiatives such as the Diversity Enriched Curriculum (DEC), CFANS ECHO (Equity Certificate Hosted Online), and customized training efforts offered to CFANS programs and units.
• Program development: Partner with the Assistant Dean to develop a strategic set of college-wide programmatic offerings intended to create a more inclusive climate across the College.
• Program planning and execution: Facilitate planning, preparation, and implementation of programmatic offerings.
• Program evaluation: Lead and coordinate evaluation of programmatic offerings including collecting, analyzing, and reporting evaluation data and making recommendations for continuous improvement.

4. Marketing & Communications (10%)

• Promotional messaging: Develop promotional strategy and messaging to market the OIE's programmatic efforts and increase visibility of the OIE's work.
• Web content: Develop and maintain OIE web content focused on DEI resources, progress, and opportunities while highlighting DEI efforts across the College. Collaborate with the Marketing and Communications team on projects and other efforts.
• Mass communications: Collect information and generate ideas to draft OIE newsletter on behalf of the OIE and Assistant Dean.

5. Other Duties (10%)
Other duties as assigned.

REQUIRED QUALIFICATIONS:

• BA/BS with at least 2 years of experience or a combination of related education and work experience to equal six years

PREFERRED QUALIFICATIONS:

• Experience communicating with diverse audiences through written and verbal communication
• Experience supporting, planning, or implementing diversity, equity, and inclusion initiatives
• Training and/or expertise in the realm of diversity, equity and inclusion
• Demonstrated professionalism with the capacity to build effective relationships
• Proven project management experience
• Experience managing or assisting with projects involving multiple stakeholders
• Experience managing or assisting with the planning and execution of events and/or meetings
• Proficiency in organizing and managing cloud-based file storage systems such as Google Drive
• Experience with quantitative data analysis

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 the role, you must submit both a one-page cover letter describing your interests in and qualifications for the position and a resume or CV. Please click the Apply button and follow the instructions. From the Apply link you will be prompted to complete an online application for the position and attach both your 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.

Review of applications will begin on June 28, 2024.

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).