About the Job:
This position oversees, coordinates, and implements the operational obligations, and outreach activities for the Office of the Head for the Department of Neuroscience, the Chair of the Brain Conditions area of MnDRIVE, and the interim Head of the Medical Discovery Team (MDT) on Addiction. MnDRIVE is a University-wide initiative focused on brain science and neuromodulation. The MDT on Addiction is a newly-formed interdepartmental team in the Medical School, consisting of faculty members from diverse disciplines including Neuroscience, Neurology, Pharmacology and Psychiatry. Both the MDT and MnDRIVE represent partnerships between the University and State of Minnesota that improve the health and quality of life for Minnesotans. The Head’s office is proud to serve a diverse population of not only faculty, students, and staff, but also interacts with a wide and varied group of internal and external constituents. The successful candidate will need to work well across these diverse communities.
Research Operations (25%)
- Provide administration to the Head’s research operation, including technical staff, graduate students, undergraduates, postdocs and research associates.
- Work with and coordinates investigators to develop and implement research designs, documentation, presentations, and outreach strategies.
- Responsible for secure building access, keys and keycards, lab safety training, and facilities issues; in order to insure compliance with University regulations in a research environment, and resolving any problems or issues with facilities.
- Assists investigators with problem resolution, including staffing and procurement.
- Prepare and submit research protocols, including responses to IACUC/IBC stipulations.
- Assist with writing manuscripts, reviews, and grants.
- Supports pre-award sponsored project preparation and submission activities in conjunction with department accounting and research administrative staff.
- Collaborates with department accounting and research administration to oversee grant awards.
- Coordinate the movement of labs, personnel and/or equipment as necessary.
- Represent the lab on building facilities committees.
Special Projects (25%)
- Manage special projects for the Department of Neuroscience, the MDT, and MnDRIVE Brain Conditions Program and Leadership, including large interdisciplinary projects, grant submissions, and biannual metrics surveys (data collection and analysis). Serve as liaison between participating units and ensure that the project timeline is adhered to.
- Stay current with software updates used for the preparation of complex presentations and materials for publication and presentation.
- Assess status of projects including but not limited to accuracy, timeliness, quality, budgets and purpose and make/guide adjustments as necessary.
- Manage the planning and timely dissemination of project communications to stakeholders.
- Draft/edit correspondence, reports, and other pertinent materials, keeping confidential information secure.
- Serve as liaison to various university departments, committees, and the community regarding requests for information and problem resolution.
Daily Operations (25%)
- Make decisions independent of the Head in alignment with Department’s strategic priority mission and goals.
- Provide direct staff support to the Head, employing exceptional discretion, professionalism, independent action, and appropriate judgment.
- Develops and implements new administrative initiatives, processes, and workflows to align with the college’s policy and procedure.
- Coordinates meetings and establish priorities. Meetings and events can be high profile and with participants including University Presidents, Vice Presidents, Deans, other Heads and senior executives, donors, etc.
- Research various types of information to prepare for meetings, conferences, and events. Interpret complex and (at times) conflicting instructions to facilitate a smooth and well-coordinated operation.
- Manages overall office facilities and leads projects to implement space and equipment changes.
- Anticipate/identify conflicts and recommend potential solutions to the Head.
- Manage the planning and timely dissemination of program communications to stakeholders.
Faculty Affairs (10%)
- Assist Head and other senior management teams with providing guidance and direction for those in the field of orientation, transition and retention of faculty in higher education.
- Coordinate and assist with faculty searches and annual assessments of Neuroscience faculty.
- Organize meeting materials and appointment files for the Head to ensure that he is well briefed and prepared.
- Ensure that required administrative processes are completed in a timely manner.
Supervisory Duties (10%)
- Facilitate a collaborative work environment that fosters a team environment with respect, inclusion and opportunity and ensure all employees are treated professionally and fairly.
- Assist direct reports to the Department Head with attaining individual goals on an annual basis, conduct performance evaluations and meet regularly with staff to monitor progress; approve any absence and time requests.
- Treat all personnel matters in confidence, with professionalism, sensitivity and in a timely manner.
- Develop, conduct and manage training and professional development for direct reports to Department Head.
- Forge and maintain excellent working relationships with internal team and key staff, including delegating and gaining collaboration on projects and tasks as needed.
- Lead and manage a work environment that maximizes the talents of each person, and ensure that all direct reports understand performance expectations and hold self and others accountable for results.
- Ensure cross training with other departmental staff to provide adequate office coverage.
Additional Duties (5%)
- Manage administrative affairs including travel, scheduling and reimbursements.
- Provide additional administrative support to faculty members in the Department of Neuroscience.