The Program/Project Assistant will manage administrative projects in the Office of Teacher Education (OTE) which supports numerous, complex teacher licensure program areas in CEHD, the School of Music in CLA and the Agricultural Education in CFANS. Additionally, the project assistant will manage various academic and business functions within the Office of Teacher Education and the college. The incumbent will apply technical skill, knowledge of organization policies and practices, and understanding of the teacher education programs to work with the Director of OTE and independently complete projects, contribute to program continuous improvement, identify challenges, and recommend solutions. This position exercises independent judgment and discretion on projects in consultation with OTE’s director while working collaboratively with team members on assigned projects. This position reports to the Director of the Office of Teacher Education.
This position is represented by the AFSCME Clerical bargaining unit.
Administrative Coordination (50%)
Provide administrative coordination for the Office of Education (OTE); provide support and coordination to the Director of OTE, colleagues, and school partners.
Evaluate the effectiveness of administrative functions and processes; make recommendations for improvement (e.g., convert paper-based processes to computer-based and online formats, identify potential vendors and software/applications, meet with stakeholders regarding policy and process for system implementation, develop timeline and implement new applications/process).
Independently plan and complete administrative projects, such as: auditing the scholarship processing for new teaching candidates; communicating deadlines to students and department staff; and ensuring compliance with state licensing application requirements.
Create, implement, and/or modify data for event registrations, support materials, and program records.
Perform data collection, analysis and reporting tasks following a pre-established timeline.
Coordinate communication with the Accountability Analyst in OTE and collect data for the Common Metrics annually including the Entry Survey, Exit Survey, Transition to Teaching Survey, Employer Surveys and Graduate Surveys.
Enter data, run reports and audit data from the Teacher Education Management System (TEMS), the Clinical Application, Qualtrics, Pearson (edTPA, MTLE, NES) and other systems as assigned.
Manage data entry and run reports from the Clinical App to keep licensure program leads up to date, in coordination with OTE’s Clinical Partnership team.
Engage in independent problem solving related to managing the clinical stipend process by establishing timelines, working with Financial Services in CEHD to complete required paperwork for biannual payments according to district contracts.
Audit enrollment data, prepare reports and manage the process with an external vendor according to University protocol to ensure edTPA vouchers are purchased and available to students each fall and spring term.
Assign tasks to undergraduate student worker(s) and monitor progress and accuracy in their projects.
Create, coordinate, edit and disseminate accurate and timely project/program communications such as: internal and external correspondence, manuals/handbooks, special event invitations, flyers and posters, evites, newsletters, program materials and staff calendars.
Manage OTE’s web sites and ensure that the site is current by initiating updates as needed.
Manage communication and collection annually to ensure university-school district student teaching contracts with changes approved by the Office of General Counsel, as well as school district lawyers prior to reapproval.
Establish and plan annual Office of Teacher Education communications calendar, implement projects on the calendar according to timeline, complete ad hoc updates of projects and timelines in consultation with OTE staff.
Communicate with cooperating teachers, on behalf of the Clinical team, to ensure they complete the required stipend survey by the established deadline.
Maintain OTE’s contact lists and other teacher education contact database as assigned.
Track alumni data and maintain contact information gathered from surveys and social media.
Organize team effort and make calls to alumni, school principals and others as required to improve response rates on surveys.
Serve as initial contact for inquired from school partners, alumni, and other departments (e.g., Disbursement Services, University Accounts Receivable, Office of Risk Management and external constituents such as school administrators , school district staff, teachers, and PELSB staff.Serve as initial contact for inquiries from school partners, alumni, other departments
Handle complex and confidential or sensitive interpersonal communications.
Finance and Human Resource Management (15%)
With the director, manage OTE’s budget record-keeping, including scholarship data, purchasing, and other operational expenses.
Create contracts according to University protocols, review external contracts for accuracy, resolve discrepancies and ensure payment is made according to the agreement.
Assist the director with managing grants awarded to the Office of Education or to the Dean’s office that are specific to effort in teacher education.
Monitor student accounts to ensure fees are posted and paid. Take action to collect past due payments or to support student matters in consultation with OneStop and other student services personnel.
Serve as unit point of contact to the college Human Resources office, managing the following tasks (and others as assigned):
Create and monitor staff/student appointments and timesheets
Manage required HR records for the unit and upload to electronic storage systems
A)Ensure OHR/CEHD HR protocols and business processes are followed (e.g. I-9, VISAs, FML
Represent OTE at department/unit administrator meetings and at professional development specific to new processes/protocols in HR and Finance.
Unit Support (15%)
Create, implement, and/or modify server/cloud-based information repositories for OTE as needed by colleagues in OTE for Qualtrics survey reports, financial summaries, professional development offerings and/or events.
Assist with front desk duties.
Manage the mail and other general office upkeep as assigned.
Assist other staff to organize, communicate, schedule and facilitate events /meetings.
Manage office equipment; order maintenance as needed and make recommendations for equipment upgrades and changes for OTE team members.
High School Diploma and 5 years related experience to include project management. Coursework in a related field may substitute for some years of experience
Five or more years of experience working in a higher education administrative setting, to include project management
Competently communicate verbally and in writing with a wide variety of constituents
Experience with financial processes and policies at the University of Minnesota
Knowledge of teacher licensure fields
Information and database management
Internal Number: 329948
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.