Reports to: Associate Dean for Organizational Innovation and Research
Dotted line: Chief of Staff
Application Deadline: December 26, 2019; Open until filled
This position is responsible for assisting Extension’s Associate Dean for Organizational Innovation and Research (AD-OIR) by coordinating and managing projects under the AD-OIR administrative and programmatic portfolio. The projects/programs in which this person assists include, and are not limited to: project/program budget analysis, conference/event planning, civil rights, equity, diversity and inclusion efforts, communities of practice, programmatic portfolio and others. This position also plays a key organizational role in developing and strengthening linkages, identifying critical issues and connecting Extension resources. The projects portfolio changes over time, typically each year in conjunction with the Extension’s administrative focus and needs.
75% time – Manage and coordinate projects/programs for the AD-OIR
Projects/programs include, but are not limited to:
Extension-hosted national and regional conferences and events, Extension’s annual professional development program and related staff conferences, Extension civil rights mandates for programs, Extension’s promotion process management, the Foundations for Success program, webinar management, Mid-Level Manager Group coordination, Extension’s equity diversity and inclusion communities of practice (Latino and American Indian), and Extension’s Staff Consultative Committee.
Work with the AD-OIR to determine the overall vision for managing the assigned programs/projects each year.
Collaborate with AD-OIR to develop and strengthen linkages, identify critical issues and connect Extension resources.
Conduct program and project planning work in consultation with AD-OIR. For example, manage the planning processes, develop logistics for meetings and conferences, and related programmatic efforts. This includes: creating timelines, managing contracts, scheduling and assigning tasks, creating and managing associated databases and tracking tools, communicating to those involved and beyond, coordinating and managing the efforts of those involved (staff, volunteers, etc.), managing the invoicing and billing processes and providing budget analysis and reporting.
Develop and operate a business process and workflow system to assure a project/program is implemented, completed and evaluated. For example, identify, design, develop and implement appropriate tools/methods for tracking and keeping committees and other Extension administrative staff on task and meeting deadlines.
Lead and manage each new project/program and coordinate with stakeholders to design and implement the project, in collaboration with the AD-OIR.
Keep project/program moving toward stated goals and outcomes. For example, identify gaps, determine viable solutions, and collaborate with stakeholders ensuring inclusion in decisions, make the final recommendations, implement next steps. As needed, consult with AD-OIR.
Working with AD-OIR, deliver information, resources, and updates to stakeholders. Develop or find and use resources and communication tools as needed.
Facilitate problem solving and collaborative learning associated with projects. This includes the design, development of the projects to formulate an action plan as a team.
25% time – provide general support to the AD-OIR and the Extension Dean’s office.
Provide clerical planning, logistics and support for meetings and events.
Serve as back-up to Dean’s Office support position (phone and walk-in visitors), as needed.
Perform other similar duties as assigned.
High School Diploma/GED and five (5) years of related experience to include project management, or a combination of related coursework/education and experience totaling five years.
Experience organizing, managing, analyzing and making decisions or recommendations about complex administrative projects for a high-level executive, and often in conjunction with committees, other staff, or stakeholders.
Experience creating administrative business processes and identifying and using project management and business process tolls/software for business process tracking.
Experience with website organization and content including web editing, information architecture, management and maintenance.
Experience with web authoring software, page layout software, and database software.
Experience or familiarity with educational programs.
Experience assisting with budget analysis projects and associated data.
Proficient with the Microsoft Office Suite and web based applications (e.g., Google docs, forms, sheets; Skype; Qualtrics).
Excellent verbal and written communications.
Demonstrated interpersonal and customer service experience in a multi-talking environment.
Other related experience could include, but is not limited to: business, administration, communications, or technical support
Ability to work productively on teams and with staff at all levels
Ability to perform duties across a variety of content areas
Ability to be flexible with workstyle depending on project needs
Experience in high education
Experience working with communities of color and/or American Indian communities
Ability to manage and track multiple concurrent projects
Commitment to professional development
Internal Number: 334493
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.