<div>Job Description<br />This position is responsible for overall operations for the BME department office. The Department Office Manager ensures the department administration’s day-to-day operational and business needs are effectively and efficiently met<br /><br /><strong>Department Office Operations and Space Administration (30%)</strong><br />• Develop, implement and maintain department office support policies and procedures for services related to communications, directories, supplies, space, etc. Liaison with other areas of the Department to provide support services<br />• Responsible for management of administrative procedures and standards for administration operations; monitor and streamline operations<br />• Develop policies and procedures for security and space allocation/changes within the department<br />• Serve as Department Access Coordinator. Coordinate with building managment on facilities management orders for services, approvals and audits of building access for personnel, work orders, telecommunications issues.<br />• Serve as primary contact for all vendors who support facilities maintenance in the department<br />• Update University Space Management data<br />• Provide project manager support for department events and communications, and lead necessary decisions regarding space, catering and other logistics for the following events.<br />o Research Conferences and special events<br />o Industrial Advisory Board Meetings<br />o Faculty Retreat<br />o Annual Department Events<br /><br /><strong>Purchasing and Disbursements (15%)</strong><br />• Responsible for management of financial functions including, but not limited to, management of account activity and compliance within UMN policies, budget management of business operations accounts<br />• Responsible for management of departmental procurement operations including requisitions, expense reports, PCards, and invoice payments <br />• Create and communicate purchasing policies and procedures to improve operating efficiency and ensure compliance with University, department, and agency policies.<br />• Coordinate preparation of contracts for professional services (policies, forms)<br />• Administer department financial deposits to EFS, report and track deposits<br />• Develop and oversee year end procedures for faculty, staff, and students regarding purchasing, reimbursements, and other administrative requests for fiscal year end<br /><br /><strong>Supervisory (15%)</strong><br />• Supervise student office reception and purchasing staff, including hiring, scheduling and approving hours, and monitoring employee performance including coaching and discipline (typically 3 staff).<br />• Assign and manage the work of student staff members through prioritization of responsibilities for both reception and purchasing tasks, as well as projects from other staff.<br />• Prepare training schedules and perform in-person training for onboarding new employees working in purchasing and reception roles.<br /><br /><strong>Finance and Grants Management Support (15%)</strong><br />• Responsible for budgets and reconciliation of department accounts including Fed Ex, Campus Club, and eStatements.<br />• Assist Pre-Award Coordinator and Supervisory Finance Professional III with proposal budget creation, subcontract setup and monitoring, and Notice of Grant Award reconciliation, and proposal submissions as needed<br />• Assist Finance Professional II with External Sales including budget development and execution of contracts.<br /><br /><strong>Research Laboratory Support & Training (10%)</strong><br />• Coordination of equipment delivery, moving, and installation among labs, building facilities management, and external vendors<br />• Develop and administer Lab personnel training on administrative functions: BME internal purchasing software systems, personnel systems, lab safety, lab services, space issues (work orders, access, emergency coordination)<br /><br /><strong>Faculty Recruiting (10%)</strong><br />• Lead the recruitment process on behalf of the department and work closely with Human Resources Coordinator. Coordinate scheduling and on-boarding.<br />• Collect data and provide reports to Faculty Recruiting Chair and coordinate faculty recruit campus experience and itinerary.<br />• Liaison to University of Minnesota Office of Relocation and obtain informational pamphlets each year and coordinate their services, as requested.<br /><br /><strong>Department Head Support (5%)</strong><br />• Serve as the point-of-contact for all administrative inquiries related to the Department Head<br />• Coordinate official communications and correspondence for the Department Head.<br />• Create specialized presentations, agendas and other materials for public or internal relations as assigned<br />• Coordinate special requests related to conferences, travel or other event logistics as needed to internal or external partners<br />• Provide backup and other support to the Administrator</div>
<p>Required Qualifications<br />Bachelor's degree or a combination of relevant education and experience totaling four years.<br /><br />Preferred Qualifications<br />Ability to multi-task efficiently, manage responsibilities, delegate to others, manage deadlines and priorities; preferably in an institution of higher education.<br />Experience using electronic databases, reporting and/or software systems. Google calendar,Google Office Suite of services, Microsoft Office Suite</p>
Internal Number: 322079
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.