Administrative Associate 1, Department Of American Indian Studies

About the Job

This is a 100% time 12-month position that oversees the daily operations of support services for the Department of American Indian Studies. The position is an administrative liaison to staff, faculty, undergraduate and graduate students, prospective students, and the general public regarding requests, policies/procedures, and problem resolution. This position plays an integral role in helping to develop and implement the goals and mission of the department and programs while serving as an advisor to them regarding policies and procedures.

The Administrative Associate will assist in development and implementation of American Indian Studies (AIS) undergraduate degree programs and graduate degree programs and certificates including marketing, recruiting, communication, admissions, financial aid, online implementation, faculty coordination, curriculum, matriculation, degree clearance, etc.

This position requires time in the office and may include some remote work after full onboarding.

The annual salary range for this position is $43,867.20 - $65,000.00 / year and depends on qualifications.

Duties/Responsibilities

Budget (35%)

• Oversee fiscal activities of the department and programs, including: budgeting, expenditure forecasting, contract and grant applications and management, gift accounts, student awards, year-end reports, etc.

• Monitor faculty development and grant accounts.

• Create contracts and process payments for vendors and contractors, prepare and process honoraria.

• Serve in both a pre- and post-award capacity to support the development and management of sponsored projects.

• Assist department head and director of graduate studies with fiscal management, planning, report preparation.

• Assist with grant and departmental-related purchasing, reimbursements, and travel documents.

Student Services (30%)

• Participate in the development of strategies for recruiting, admissions, and enrollment for undergraduate and graduate programs in the department.

• Manage recruiting efforts.

• Assist prospective students with the application and enrollment processes.

• Work with students to guide them through program/certificate, college, and University policies and procedures, including providing direction on curriculum, online delivery, and program/certificate and/or college specific requirements to meet degree/certificate requirements.

Office Management (25%)

• Maintain a professional and positive environment while serving as a knowledgeable resource for information on University policies and procedures and resolving problems.

• Coordinate department and committee meetings, prepare minutes; assist in event planning and execution.

• Manage department website, coordinate content and changes with the CAHSS webmaster and CAHSS Advising.

• Hire, train, and supervise student office assistants.

• Create and post job openings for term and T/TT faculty positions and student workers in PeopleSoft, process hiring documents, and approve student work time in the system.

• Monitor and manage department voicemails, email, calendar, and mail.

• Purchase office supplies as needed.

• Maintain and/or establish relationships with tribal educators and tribal leaders.

Curriculum (10%)

• Support instructional activities of the department; assist department head and director of graduate studies with annual course planning and enter the course curriculum in

PeopleSoft for fall, spring, and summer terms.

• Monitor class schedule for correct delivery mode/times/days, reserved seating, enrollments, instructors, etc. Make changes as necessary.

• Input faculty contact hours through PeopleSoft course entry and Schedule of Class Verification documents.

Other Responsibilities as Assigned

Qualifications

• All required qualifications must be documented on resume*

Required Qualifications

• BA/BS or combination of related office experience or a combination of related education and work experience equal to four years.

• Demonstrated excellent communication skills (oral and written), interpersonal, organizational, analytical, and data management skills with an ability to work collaboratively with diverse audiences.

• Strong attention to detail; demonstrated ability to organize and present complex information.

• Ability to set priorities, handle multiple tasks and work independently to complete projects by specific deadlines amidst changing priorities and an ambiguous environment.

Preferred Qualifications

• Six years of related office experience.

• Knowledge and experience with college programs, higher education systems, policies and procedures.

• Experience with systems such as: PeopleSoft, DMS, EFS, MS Office, and Google Suite.

• Familiarity with University of Minnesota research activities, budget, and grants management systems.

• Demonstrated ability to work with and adapt to new technologies and processes independently.

• Experience working with historically marginalized populations (i.e. American Indian populations, first generation students, reservation/rural populations, people with disabilities, and/or individuals from other underserved backgrounds).

• Ability to work independently and identify solutions to operational issues in a timely manner for effective job completion.

About the Department

American Indian Studies (AIS) is an academic department continuing a robust four-decade legacy in which active scholars serve to educate students, colleagues, and the public about

tribal sovereignty, Indigenous cultures, and the historical and contemporary experiences of Native peoples and nations. In addition to building strong relationships with American Indian nations within our geographic area, we work to fulfill our responsibility to all Native nations through consultation, partnerships, and research. The department includes undergraduate majors in American Indian Studies and Tribal Administration and Governance, a minor in American Indian Studies, two departmental master's programs: a Master of Tribal Administration and Governance and a Master of Tribal Resource and Environmental Stewardship, and four related graduate certificates

Benefits

Working at the University

At the University of Minnesota, you'll find a flexible work environment and supportive colleagues who are interested in lifelong learning. We prioritize work-life balance, allowing you to invest in the future of your career and in your life outside of work.

The University also offers a comprehensive benefits package that includes:

• Competitive wages, paid holidays, and generous time off

• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program

• Low-cost medical, dental, and pharmacy plans

• Healthcare and dependent care flexible spending accounts

• University HSA contributions

• Disability and employer-paid life insurance

• Employee wellbeing program

• Excellent retirement plans with employer contribution

• Public Service Loan Forgiveness (PSLF) opportunity

• Financial counseling services

• Employee Assistance Program with eight sessions of counseling at no cost

Please visit the Office of Human Resources website for more information regarding benefits.

How To Apply

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.

Diversity

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

Employment Requirements

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.

About the U of M

University of Minnesota, Duluth (UMD)

The University of Minnesota, Duluth (UMD) consistently ranks among the top Midwestern, regional universities in U.S. News and World Report's "America's Best Colleges" issue.

Overlooking Lake Superior, UMD provides an alternative to both large research and small liberal arts environments and attracts students looking for a personalized learning experience on a medium-sized campus of a major university. A firm liberal arts foundation anchors a variety of traditional degree programs, as well as professional and graduate students that draw on UMD's many research institutes and labs.

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).