Administrative and Operations Manager (7208A3)

Administrative & Operations Manager
Office of Academic Clinical Affairs (OACA)
Masonic Institute for the Developing Brain

Job Classification & Code:
7208A3 Admin Associate 3, Supervisor, Civil Service - Salary Range: $80 - $100K

FLSA: Exempt
FTE: 1.0 Full-Time
Reports To: MIDB Faculty Director
Location: Hybrid - Primarily On-Site

Position Overview
The Administrative Manager has primary responsibility for planning and implementation of administrative (day-to-day) operations (Finance, Human Resources, Facilities, Communications, etc.) for MIDB. This position reports to the MIDB faculty co-directors and provides support by working to align the budget, human resources, clinic management, facilities, technology, and operations. The Administrative Manager works with partners including Human Resources, Finance and Facilities to ensure compliance with University policies and procedures.

This position works closely with MIDB leadership and requires extensive knowledge and understanding of University policies, practices and processes, as well as sound judgment and decision-making skills. The Administrative Manager is responsible for establishing and maintaining effective relationships with staff, faculty, clinical and community partners, and other key constituents and ensures outstanding customer service by motivating and supporting operational support staff.

Responsibilities

Operational Management (20%)

• Manage daily administrative operations directly by fostering a professional, diverse, inclusive and equitable team-oriented working environment.
• Serve as key administrative liaison by representing MIDB and collaborating with OACA and University offices.
• Provide administrative support and assist with planning efforts with MIDB leadership during strategic planning activities to ensure current goals are met and future needs are considered.
• Support the development of new initiatives and realignment of existing programs through oversight and management of processes and systems.
• Assist with projects in the MIDB. Anticipate, plan, implement and support leadership with the daily and strategic administrative operations of the Institute.
• Investigate and resolve complex administrative problems using creative and compliant solutions.
• Coordinate agendas for meetings and retreats and provide facilitation support to leadership.
• Partner with the communications team and monitor publications and web projects to increase internal communication, visibility, and stakeholder connections.
• Establish, analyze and act on metrics related to administrative and operational effectiveness, including staff productivity and efficient use of resources.
• Serve on and provide guidance to the MIDB Leadership Team. Serve as subject matter expert on best practices to strengthen operations.
• Engage in MIDB Institute specific procedure development and implementation consistent with University policies. Assist with the development of new initiatives and realignment of existing policies, processes, and systems. Modify MIDB practices and procedures to support efforts improve efficiency and quality.
• Ensure quality customer service to constituents.
• Serve on committees as appointed.
• Oversee the coordination (staff management and budget) for events.
• Serve as internal database and listserv administrator.

Human Resource (HR) Management (20%)

• Ensure alignment with and adherence to University and OACA Human Resource (HR) policies and practices for employee groups including Faculty, Academic Professional & Administrative (P&A), Civil Service, Union-represented Staff, Graduate Assistants, and undergraduate students.
• Serve as a resource for employees and managers in MIDB on HR questions. Partner with OACA HR and escalate complaints and concerns, as appropriate.
• Partner with HR to implement University HR initiatives. Ensure that all HR processes and documentation are completed for MIDB by established deadlines.
• Support MIDB faculty co-directors on staffing needs and partner with OACA HR to conduct workforce planning and analysis.
• Oversee development, implementation, and delivery of new employee orientations within MIDB.
• Ensure the processing of hiring and appointment changes.
• Provide recruiting consultation and budgetary analysis for new hires.
• Manage visa-related issues for international faculty scholars, staff and researchers.
• Facilitate the MIDB process for compensation evaluations, including annual performance reviews and merit increases, hiring, promotions, etc.

Financial Planning, Management, and Reporting (20%)

• In partnership with OACA Finance, develop, implement, and maintain sound financial procedures and practices in compliance with University policies and procedures for sponsored and non-sponsored funding.
• Provide administrative support to OACA Finance and the MIDB research hub director in coordinating budget planning meetings and related budget planning communications.
• In consultation with OACA Finance, initiate purchase orders and review and approve transactions based on the approved budget and in compliance with University policies.
• Support OACA Finance in monitoring actual financial performance against approved budget.
• Support long range operational and fiscal planning by ensuring appropriate data capture to help MIDB leadership analyze, measure, and interpret institutional data and information.
• Facilitate the coordination of grants and research support services (pre- and post-award).
• Approve purchase orders, contracts for professional services, and invoice payments as permitted by University policies and University delegations of authority.

Facilities and Equipment Management (20%)

• Serve as primary building representative for MIDB and space coordinator.
• Ensure a safe environment for patients, families, and visitors as well as faculty, staff and students and implement a building emergency plan.
• Assess and recommend space utilization, facility and service needs, identify strategies for meeting them.
• Oversee the management of physical facilities, information services, and building services, working with the Space Planning office.
• Investigate complaints related to facility management issues and oversee their resolution by meeting regularly with FM reps until the issues have been resolved.
• Assist with the development and maintenance of facility renovation plans (i.e., assignments, timetables, and responsibilities for team members for the duration of the project).
• Assist with the acquisition and allocation of capital equipment.

Staff Supervision (20%)

• Assist leadership with designing and implementing staffing plans to effectively allocate resources in support of mission-critical and value-added services.
• Hire, train, and supervise administrative and operational staff; align work plans and individual goals with unit objectives.
• Provide regular coaching, professional development, and performance feedback through 1:1 meetings and annual evaluations.
• Develop and implement performance management strategies in consultation with OACA HR.
• Foster strong employee engagement and a positive, professional work environment; collaborate with staff to act on Employee Engagement Survey results.
• Ensure accountability for roles and responsibilities across team members.
• Serve as backup during planned or unplanned absences of direct reports.

All required qualifications must be documented on application materials.

Required Qualifications

• Bachelor's degree and four years of relevant experience in administration, finance, human resource management, operations and/or higher education or a combination of related education and work experience to equal eight years.
• Prior experience supervising staff positions.
• Experience interpreting and implementing policies and procedures.
• Advanced knowledge of Microsoft Office Suite, Google Workspace and Zoom.
• Demonstrated ability to work effectively with people from all backgrounds, communities, and identities and commitment to promoting a diverse and inclusive workplace.

Preferred Qualifications

• Degree in business administration, higher education administration, or related field.
• Progressively more administrative and management responsibilities, including planning support, budgeting, human resources oversight and facilities management.
• Administrative experience in a research center and/or clinical environment.
• Relevant administrative experience in a higher education setting.
• Demonstrated ability to create and manage operational, planning, and control systems in a complex organization.
• Excellent skills in verbal and written communications, strong organizational skills, and the capacity to balance and manage a large number of projects and related details.
• Demonstrated ability to function effectively and collaboratively with multiple stakeholder groups from diverse backgrounds within a large, dynamic organization.
• Demonstrated discretion and confidentiality.
• Knowledge of policies, processes, software, and data systems used in higher education.
• Demonstrated strong analytical and budget management skills.

The MIDB is dedicated to fostering healthy brain function in children across the lifespan. Its mission is to maintain a positive life trajectory for all children through early neurobehavioral and mental health assessment, innovative interventions, informed policymaking, compassionate advocacy, and community education. Supporting the MIDB's goals are numerous service hubs, including TeleOutreach, Analytics, Neuroimaging, Translational Neuroscience, and Community Engagement and Education (CEEd).

Pay Range: 80K - $120K; depending on education/qualifications/experience

Time Appointment Category: 100% Appointment

Position Type: Civil-Service 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

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.

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