The UMN Southern Research & Outreach Center is seeking to fill an administrative associate position, located in Waseca, MN at 35838 120th Street.
Position Description:
Date Opened: 4/18/2024
Classification & Title: 8208A1 Administrative Associate 1
Appointment Type: 100% full-time, continuing
Reports to: Jason Stenzel, SROC Director of Operations
College/Admin Unit: College of Food, Agricultural and Natural Resource Sciences
Campus Location: Waseca, MN
College Overview
The College of Food, Agricultural and Natural Resource Sciences (CFANS) is composed of 13 academic departments, 10 research and outreach centers across Minnesota, plus the Minnesota Landscape Arboretum, the Bell Museum, and dozens of interdisciplinary centers that span the college, the university, and the globe. CFANS offers thirteen undergraduate majors and thirteen graduate majors, three pre-major/pre-professional programs and 23 minors for undergraduate students. Undergraduate enrollment in the college is about 2000 students. CFANS students are well- prepared for a diverse, multicultural workforce through the college’s emphasis on experiential, interdisciplinary, and intercultural learning; internships and global perspectives.
At CFANS, we aim to inspire minds, nourish people, and enhance the natural environment, and we believe that's only possible if everyone feels seen, heard and respected. Our College embraces equity and diversity and prioritizes purpose-driven scientific discovery in order for us to build a better tomorrow, together. We align with the University of Minnesota in providing 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.
Position Overview
This position provides leadership for departmental operations at the Southern Research and Outreach Center, working directly with the Director of Operations, faculty, graduate students, support staff, other administrators, finance team members, outside agencies, and external stakeholders. This position manages the operations, facilities, and office services and provides support services for faculty and staff. This position demonstrates discretion relative to confidentiality and ethical behavior in the conduct of all position responsibilities.
Job Duties and Responsibilities
Employment and Personnel Management 45%
- Human Resource functions in implementing human resource information in PeopleSoft, including hires, salary changes, terminations, and retirements for faculty, P&A, civil services, and bargaining unit employees, students, and temporary/casual employees.
- Request and maintains position management for the department.
- Manage all pre and posting hiring activities such as advertising for positions, position management, and onboarding employees, and ensure training is provided.
- Responsible for on-boarding new department employees including I-9 and other work eligibility requirements, coordinates of orientation and develops onboarding processes and resources. Prepares required VISA documentation in collaboration with UMN’s International Student and Scholar Services.
- Initiate and process stability and step payments for bargaining unit staff.
- Responsible for Worker’s Compensation forms and monitoring process.
- Initiate online FMLA reporting and documentation.
- Implement comprehensive equity and diversity (DEI) training for SROC personnel.
- Initiate awards and recognition for employees.
- Oversee project accounting to ensure appropriate cost shares are entered into individual records and files.
- Administrator for Performance Appraisal Tool (PAT).
- Primary AD contact to attend monthly meetings and convey relevant details to Director of Operations and supervisors.
- Analyze SROC policies, ensure compliance in collaboration with collegiate policies, and provide periodic ways for improvement.
Local HR responsibilities e.g., hiring, appointment updates, payroll, performance evaluations, reclassifications, pay increases, augmentation, and FMLA, etc.
Departmental Operations 35%
- Represent SROC and serve as liaison between Director of Operations and public, commodity groups, colleagues, and staff via visits, phone, and e-mail.
- Foster a welcoming and inclusive environment that encourages engagement of people of all backgrounds.
- Assist SROC, ROC and CFANS leadership with special projects at the discretion of the SROC director of operations.
- Manage SROC and CFANS outreach program development and support, extension program support, and coordination of facility use by SROC, CFANS, and the public.
- Facilitate meetings such as advisory meetings, staff and faculty meetings, and other events.
- In collaboration with Facilities Manager observe facility and SROC grounds address improvement and problem areas.
- In the absence of the Director respond to immediate needs, act where appropriate and escalate issues as necessary.
- Responsible for logistical arrangements for the Center’s special events and field schools.
- Manage and maintain SROC’s website. Monitor web traffic, analyze and track statistics to ensure fulfillment of SROC web audience.
- Program and manage updates to Lucent Technology phone system.
- Serve as first level IT support and troubleshoot.
- Supervise and coordinate contracted cleaning services. Communicate and oversee cleaning for SROC buildings.
Manage safety program, attend quarterly meetings, track annual completion, schedule outside vendors for CPR and first aid training.
Fiscal Management 20%
- Manage budget for all SROC outreach events, provides overview and quarterly reports to the UMW/SSA Alumni Association for State appropriated and Foundation funds.
- Assist SROC finance and accounting staff to maintain the required separation of duties.
- Work with the accountant on budgetary items. Provide salaries and anticipated increase for new fiscal year.
- Analyze best cost alternatives and fulfill purchases of supplies and services for SROC.
Required Qualifications:
- BA/BS and 2 years’ experience administrative experience in finance and/or human resources or a combination of related education and work experience to equal 6 years
- Proven effective, appropriate, and welcoming communication skills on multiple levels including, person-to-person, on the phone, via email and presentations to groups
- Demonstrated commitment to inclusive practices and equity
- Ability to work collaboratively with others to address and resolve problems
- Proven ability to multitask, prioritize and manage competing assignments/projects
- Experience with Microsoft Office suite
Preferred Qualifications:
- Experience working with PeopleSoft or other HR systems
- Ability to work in a changing environment remaining positive, proactive, resourceful, and efficient
- Basic knowledge or familiarity of concepts related to agricultural science
To apply, please select "External Candidates" on the UMN jobs website and search for Job ID: 361054 in the search bar: