The Office/Administrative Services Supervisor oversees the day-to-day operations of the Department of Psychology. The position supports the work of the department head and faculty and is responsible for the supervision of support staff. As of Fall 2017, the department has 26 faculty and 2 staff members, along with 571 undergraduate majors, 266 undergraduate minors, and 34 graduate students. Listed below are the duties of the position.
Budget and Finance • maintain, monitor, and reconcile departmental budgets; • produce monthly summary balance statements on all budgets within the department, including SE&E, faculty start-up funds, faculty grants, travel grants, technology grants, undergraduate research grants, chancellor small grants, grant-in-aid, research grants, and sponsored projects; • reconcile monthly P-cards; • review bi-weekly payroll reports; • set-up vendors and create requisitions; • process travel and expense reports and student UROPs; • receive purchases in EFS; • process cash advances, department deposits, check requests, and scholarships; • work directly with collegiate administrative manager.
Scheduling, Workload, and Course Access • work with department head, associate dean, and administrative manager to prepare annual course access request; • generate reports and projections for the department head on number of tenure, tenure-track, and term faculty positions needed to staff programs; • monitor faculty workload; • schedule courses and classroom requests into PeopleSoft HRMS; • liaison to the Registrar’s Office.
Student Support • process background checks for Internship courses; • monitor student waitlist for scheduling; • assist with incomplete grades; • contracts for 39xx classes; • change pre-majors to major status in students’ records; • plan psychology banquet; • assist with TPUP conference.
Search Process and Hiring • support to faculty search committees; • process new employee hire paperwork; • create documents required for PeopleSoft HRMS entry.
Supervision of Staff • lead hiring process of departmental support staff; • manage employee performance and/or probationary appraisal process; • train and orient new employees; • manage the workload and assignments of employees, including follow through; • meet daily with support staff to go over tasks; • coordinate with department head and director of graduate studies on the departmental needs to best prioritize tasks of support staff; • keep the department head informed on the work of support staff.
Technology • maintain technology inventory for department; • coordinate with technology professional to manage the two department computer labs.
Office Management • work closely with department head on collegiate and campus deadlines; • schedule meetings with faculty; • attend department and staff meetings; • work daily with faculty and students to help or answer any questions or concerns they have; • maintain three copy machines for the psychology office; • purchase necessary supplies for efficient operation of department and labs; • maintain departmental files and archives; • compose and type letters, forms, orders and other documents as necessary; • remain current on applicable policies and procedures; • attend training on systems and procedures (e.g. PeopleSoft EFS); • other duties as assigned.
REQUIRED QUALIFICATIONS • BA/BS or a combination of related education and clerical or administrative experience to equal four years.
PREFERRED QUALIFICATIONS • Excellent written and verbal communication skills, including the ability to communicate effectively with diverse constituencies; • Demonstrated ability to take initiative and work independently; • Demonstrated ability to work effectively and collaboratively within groups; • Demonstrated ability to prioritize tasks and meet deadlines; • Experience working with G Suite (e.g., Gmail, Google Calendar, Drive); • Experience working with Microsoft Excel and Word; • Experience supervising one or more employees; • Knowledge of accounting practices.
Internal Number: 328188
About University of Minnesota, Duluth
The University of Minnesota Duluth integrates liberal education, research, creative activity, and public engagement and prepares students to thrive as lifelong learners and globally engaged citizens.