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Admin Associate 2 Supervisor
QUALIFICATIONS:
Essential: Bachelor's degree in Business Administration or a related field and two years of administrative experience, or a combination of education and relevant administrative experience to total six years. Previous experience in a lead worker capacity, or experience with organizing/prioritizing work for others, or formal supervising. One year of previous accounting experience. Previous budget experience. Excellent written communication skills with the ability to draft and edit correspondence and reports. Advanced level software skills, including Word, Excel, and PowerPoint. Experience with databases. Experience with electronic calendaring. With training, must have the ability to utilize other technology (e.g., AI) and computer applications/software.
Preferred: Experience with a wide range of software programs (e.g., Google Apps, Enterprise), webpage editing, web-based applications, room reservation/scheduling programs, as well as emerging AI technology and applications.
School of Nursing Cooperative Unit Support
Cooperative Unit Associate
The School of Nursing is organized by cooperative units, which are each defined by an area of scholarship, research, and practice in the discipline of nursing (e.g., child and family, adult and gerontological, population health). A cooperative unit is led by a chair and each faculty member participates in one cooperative unit. The cooperative unit associate reports to the chair, supports faculty and the chair within the cooperative unit, and supervises those who work (e.g., student workers) in the cooperative office. The individual in this position provides the organization, coordination, and prioritization of all support work in the cooperative unit and has responsibility for establishing processes related to administrative workflow, the academic calendar, and meeting strategic deadlines. This individual coordinates work with those in similar positions in the other cooperative units.
This individual collaborates with the chair to advance the goals, objectives, and work of the cooperative unit as it relates to the tri-mission of scholarship/research, teaching, and service/practice. Specifically, the person in this role is responsible for (1) organizing, coordinating and directing the services provided by the cooperative unit; (2) managing the day-to-day operations of the cooperative unit, and (3) collaborating with the chair, faculty, and staff to anticipate needs, provide support, and adjust the workflow and resources as appropriate. This individual has a key role in creating a strong customer service organization.
RESPONSIBILITIES:
- Coordinate the preparation of the annual cooperative unit budget (~$20,000) by gathering data, drafting the preliminary budget, and collaborating with the Chair to complete the review and approval.
- Track and report on expenditures to ensure alignment with the approved budget and School of Nursing/University procedures.
- Support the budget revision process by providing historical spending data and identifying variances for the Chair.
- Facilitate the finalization and timely submission of the cooperative unit budget, ensuring the deadline is met.
- Monitor the internal workflow for expenditure authorizations to ensure all necessary documentation is provided for reimbursements.
- Serve as backup for entering and verifying the accuracy of transactions in the financial software system.
- Review and process expense reimbursements to ensure adherence to University policy and funding source restrictions.
- Provide guidance to chair/faculty regarding standard budget policies and reimbursement procedures.
COMMUNICATION – 25%
- Serve as the primary point of contact for routine cooperative unit inquiries and communications.
- Draft and edit internal and external business correspondence, reports, and letters, as directed by the Chair.
- Coordinate the preparation and distribution of cooperative unit communications to ensure timely responses to internal and external stakeholders.
- Assist in the compilation of data for the annual cooperative unit report, ensuring materials are organized and formatted according to School of Nursing standards.
- Support the report revision process by incorporating feedback from the Chair and cooperative unit members.
- Coordinate the finalization and submission workflow for unit reports to ensure deadlines are met.
- Gather faculty achievement data from reports and other sources to provide information for School-level newsletters or communications.
- Maintain and update the cooperative unit and faculty web pages, ensuring content is current and adheres to University branding standards.
- Coordinate the administrative tasks for the adjunct/affiliate nomination process, including tracking applications and sending standard communications.
- Support engagement with faculty and affiliates by maintaining contact lists and assisting with the logistics of partnership meetings.
OPERATIONS – 40%
- Supervise 1-2 student workers, including hiring, directing work, prioritizing assignments, and conducting performance evaluations.
- Communicate clear work expectations and monitor student worker performance.
- Serve as the unit liaison for School of Nursing Facilities, IT, and the Operations Committee.
- Support assigned committee meetings by preparing agendas and drafting minutes.
- Resolve routine issues related to budget, scheduling, and equipment; maintain the annual timeline for unit events.
- Prepare and distribute standard reports as needed for unit operations.
- Identify and report operational issues to the Chair and assist in implementing corrective procedures.
- Collect and document faculty activities to support annual reviews and unit reporting.
- Maintain data regarding faculty contributions to ensure accuracy for accreditation and planning cycles.
- Coordinate administrative tasks for employee onboarding and offboarding (e.g., keys, office setup, and system access) in coordination with HR.
- Assist with the administrative logistics for faculty leaves and sabbaticals.
- Support the integration of new hires by providing operational orientations and unit-specific resources.
- Assist in the planning and logistical implementation of forums, workshops, and conferences.
- Coordinate event logistics and distribute post-event surveys to gather feedback.
- Update and maintain unit-level workflows and templates for routine business transactions.
- Utilize technology and software (including AI tools) to improve the efficiency of routine administrative tasks.
- Provide data and reports to the Chair to support operational decision-making.
- Coordinate and schedule faculty applicant interviews and logistics.
- Schedule monthly faculty meetings and prepare agendas/action items as directed by the Chair.
- Maintain confidential files, rosters, and unit databases (including student/preceptor/site info).
- Assist with the evaluation process for students and preceptors within established software systems, and use database metrics to identify preceptor or site shortages, as needed.
- Oversee unit office security, including key and proximity device tracking.
- Ensure administrative adherence to processes for managing protected health information (PHI).
SUPPORT 20%
- Assist with preparing faculty promotion and tenure files and merit activity reports
- Coordinate with the chair to maintain accurate faculty workload documentation, and assist academic programs staff in updating the central workload database
- Provide administrative support to the faculty directly or through supervision of student workers, including but not limited to: entering faculty data into updating CVs, formatting manuscripts, creating/maintaining reference libraries, retrieving online articles, and copying/printing materials.
- Update and maintain data within the web-based central faculty activity reporting system (e.g., Works) to document research, teaching, service, and professional achievements.
- Provide room scheduling support to the cooperative unit faculty, including but not limited to: scheduling/arranging meetings, student oral exams, internal seminars, and video conferencing, as needed.
- Provide classroom technology support and schedule AV/laptop usage, as needed.
- Order/receive supplies and prepare related financial transaction documents.
- Process mail/maintain Cooperative Unit mailboxes and draft/mail external correspondence as directed.
- Complete other duties, as assigned
Founded in 1909 and recognized as the first nursing program established within a university, the University of Minnesota School of Nursing continues to lead the profession into the future. With a mission to generate knowledge and educate leaders to shape the future of nursing and advance health care to improve the health and wellbeing of all, the school and its research are addressing health issues and improving health. With nearly $6 million in National Institutes of Health awards to the School of Nursing and the Earl E. Bakken Center for Spirituality and Healing in 2019, the University of Minnesota rose to 10th in the latest ranking of NIH funding to schools of nursing.
The school is ranked among the top programs in nurse midwifery and nursing informatics, and it is internationally renowned for its efforts to improve health and health care through the use of big data. The School was one of nine nursing schools nationally awarded the Health Professions Higher Education Excellence in Diversity (HEED) Award from INSIGHT Into Diversity Magazine in 2020.
The University of Minnesota has one of the largest, more comprehensive academic health centers in the nation. While robust scholarly inquiry is central to the School of Nursing’s mission, it is enhanced by interprofessional collaboration with schools and colleges within the University and its health sciences schools comprised of pharmacy, medicine, public health, dentistry and veterinary medicine.
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.
The University of Minnesota, Twin Cities (UMTC)
The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.
At the University of Minnesota, we are proud to be recognized by the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of America’s Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019, 2022).
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