The department of Industrial and Systems Engineering (ISyE) at the University of Minnesota, Twin Cities, is seeking an experienced and energetic individual for the position of Chief of Staff. The target start date will be at the beginning of the Spring 2025 semester. This is an exciting opportunity to manage the departmentâs operations, finances, human resources, and facilities. This person will work in collaboration with, and at the direction of, department leadership, as we pursue strategic growth.
The position serves as an advisor to the department head and acts as a liaison to the College of Science and Engineering Deanâs office on essentially all financial, operational, and human resource matters. The individual will supervise five other staff members working on functions such as student services, marketing and communications, purchasing, accounting, and faculty affairs.
This position calls for a diligent and thoughtful leader with excellent communication and interpersonal skills. It also requires outstanding analytical capabilities to foresee the short-term and/or long-term implications of various interrelated operational, tactical, and strategic decisions. The individual should possess sound judgment, discretion, and tact to help the department head with day-to-day operations of the unit. The position offers independence to supervise the work of administrative staff, and to execute special requests and projects initiated by the department head. It calls for the ability to work simultaneously on multiple projects, and to advise the department head in wisely allocating departmental resources. A thorough knowledge of relevant university, state, and federal policies, or the resourcefulness to quickly find appropriate policies applicable to complex situations, is essential. Experience with budget management and acumen with numbers is needed. An ability to interpret ambiguous written and verbal questions from faculty, staff, and students, and then to compose a carefully worded cogent written or verbal response, is needed. The individual should earn the trust and respect of multiple stakeholders including staff, students, faculty, and higher-level university officials. The individual should be able to work seamlessly with, and be sensitive to the needs of, faculty, staff, and students from diverse backgrounds. A penchant for rigorous implementation of operational procedures is a must. A passion for continuous improvements to enhance the operational efficiency of the unit would be an added bonus.
Approximate distribution of responsibilities
Operations and Finance (60%)
- Overseeing departmental budget in collaboration with the department head and accountant.
- Overseeing and/or approving departmental spending across various accounts to ensure compliance with relevant policies.
- Serve as the primary financial contact from the department for the College.
- Implement controls and procedures to ensure efficient and responsible use of resources.
- Analyze financial data and generate reports to identify trends and forecast future needs.
- Manage or oversee the external grants pre-award and post-award processes to ensure faculty and researchers are best supported.
- Ensure that departmental records and data are stored, maintained, and protected appropriately.
- Assist the department head for long-range planning and strategic resource allocation.
- Manage regular staff meetings.
- Ensure efficient day-to-day departmental operations by coordinating workflows among the staff.
- Identify and implement improvements in customer service and organizational efficiency.
- Lead or participate in special projects.
- Help with preparing memorandum of understanding or other agreements with external constituents.
- Help/oversee departmental staff to maintain websites, and manage marketing, outgoing communications and departmental social media accounts.
Human resources (30%)
- Serve as the primary department resource for University, Collegiate and departmental human resource policies, procedures, and practices
- Coordinate or oversee searches and the onboarding/transition/visa processes for faculty, visiting scholars, and staff.
- Supervise administrative staff including recruiting, interviewing, hiring, onboarding, training, performance evaluations, disciplining, and promoting professional development.
- Facilitate the hiring process for all personnel within the department by utilizing the Universityâs recruiting system and providing appointment letters per University and College guidelines.
- Ensure that all appointments are entered in the payroll system to avoid delayed pay or incorrect payments.
Facilities (5%)
- Serve as the primary building space representative.
- Help the department head in allocating departmental space.
- Ensure a safe environment for students, staff, and faculty, and to implement a building emergency plan.
- Oversee remodeling projects.
- Oversee the acquisition and allocation of capital equipment.
- Oversee door access and key control for departmental spaces.
- Investigate complaints related to facility management issues and oversee their resolution.
Miscellaneous (5%)
- Attend regular Collegiate administrator meetings.
- Serve on Collegiate and University committees as needed.
- Oversee the coordination of, and attend, departmental events such as graduation receptions, orientations, alumni receptions, staff events, etc.
Required:
- Bachelorâs degree and at least 8 years of work experience related to this position.
- Excellent written and verbal communication skills.
- Attention to detail.
- Strong interpersonal skills.
- Discretion, integrity, and the ability to maintain/enforce confidentiality of sensitive information.
- Experience with managing organizational resources, operations, policies, and/or people.
- Experience with using spreadsheet and word processing software.
- Ability to work with diverse faculty, staff, and students and a commitment to fostering a culture of inclusion.
Preferred:
- A graduate degree in a related field such as accounting, business administration, finance, or human resource management.
- Prior supervisory responsibilities in an academic or other similar professional unit, including an ability to fairly distribute work among staff and to support staffâs professional growth.
- Experience working in the higher education field.
- Excellent organizational skills with the ability to manage multiple competing priorities.
- Experience with financial planning and budget management.
- Experience with human resource and payroll management.
- Experience with managing or overseeing financial, operational, human resources, and compliance aspects of sponsored research projects.
- Experience with using human resources and financial software.
- Knowledge of University of Minnesota financial, operational, and human resource policies and procedures.
- Knowledge of University of Minnesota systems for human resource management, financial management, sponsored projects administration, donor management, etc.
#J-18808-Ljbffr
