University of Minnesota
Office Manager: Hubbard School of Journalism and Mass Communication
University of Minnesota, Saint Paul, Minnesota, United States, 55130
Apply for Job Job ID 364547Location Twin CitiesJob Family Administration-GeneralFull/Part Time Full-TimeRegular/Temporary RegularJob Code 8208A1Employee Class Civil ServiceAdd to Favorite Jobs Email this JobAbout the Job
Position Overview:The Hubbard School of Journalism and Mass Communication
is a dynamic academic unit within the College of Liberal Arts that offers opportunities for innovation, collaboration and development. The School has a growing student population. It offers vibrant and diverse academic programs ranging from traditional undergraduate and graduate programs. We infuse the curriculum with cutting edge expertise through the curricular and industry fellowships program and support students with state of the art technology resources. The School is a key partner in the broader Twin Cities media landscape; hosting numerous innovative programs, workshops and visitors.The Office Manager
carries out essential tasks related to employee hiring, building operations, curriculum scheduling and tenure and promotion. This position has a key role in ensuring the smooth operations of the School; connecting different roles within the School and helping everyone work better together. The position reports to the Chief of Staff and is an individual contributor role.Appointment Details:
This is a 100% time, 12-month continuous, non-exempt, Civil Service position.This position is eligible for a hybrid work schedule that changes based on the academic schedule, with primarily in-person work during the semester and primarily remote work during breaks and summer. Across the year, 70% of the work will be on site. The typical work schedule is M-F from 8:00 am -4:30 pm.Salary range:
$50,000-$64,000 commensurate with experienceJob Responsibilities:
Human Resources Support (40%)Develops and initiates hiring workflow for wide range of employees (students, part time instructors and fellows, full time staff and faculty):
Post positions in recruiting software, place recruiting ads. Monitor and organize applicant material and route for appropriate review. Initiate background checks, gather essential hiring documentation from applicants and route information and retain information.
Develops and initiates hiring workflow for range of employment types:
Summer appointments, overload assignment, annual wage letters.
Helps newly hired employees navigate next steps for working at the University.
Provide administrative expertise for onboarding to the community on I-9, payroll set up, parking, room assignments, building access.
Requests and tracks UMN email access for special populations affiliated with the School.
Office Management (30%)Analyzes, makes recommendations and carries out numerous processes to ensure peak operational efficiency of administrative unit within the School:
Organizes a calendar of administrative tasks and ensures the administrative team is on track with key process deadlines.Guides faculty and administrative team in aggregation of data and completion of tasks for Promotion and Tenure process and probationary faculty appraisal process.Oversees and organizes administrative data and implements data retention policy.Interprets and maintains administrative policies and procedures.
Project manager for Facilities and IT work group: schedule meetings, organize agendas, keep projects on task, on time and on budget.Manage supply purchasing and supply budget.Provide back-up support to Executive Administrative Assistant, answer phone and respond to emails, greet visitors, receive packages, sort mail, validate parking, troubleshoot administrative support needs.Potential for student worker supervision.Physical Plant & Facilities (15%)Primary department facilities representative for Murphy Hall.Oversees equipment (copiers and printers), building access and office keys, telephones, signage.Partner with Facilities Management to ensure Murphy Hall is organized, clean and safe. Communicate about custodial needs, repairs to spaces, and beautification tasks.Management of building projects ranging from ordering furniture to remodeling within the building.Assign employees to work spaces and ensure they have necessary job supplies. Organize transitions in work space.Communication point person within the School regarding all safety protocols.Curriculum Coordinator (15%)Department Scheduler: enters all scheduling information into the Collaborative Class Scheduling (CCS) portal of Peoplesoft.
Collaborates with staff colleagues to ensure classes are offered in the appropriate room at the appropriate time.Expert on room assignments for classes. Assigns classrooms both in School building and across UMN Twin Cities campus.Gathers, compares and analyzes data to ensure accuracy of course and room assignments and changes.
Track and post office hours; serve as a proxy for grade entry.Collects and organizes documentation related to curriculum including Student Report of Teaching (SRT) and Syllabi.
Qualifications
Required Qualifications:BA/BS or a combination of related education and work experience to equal four years.Proficiency in administrative software (Google and/or Microsoft) for word processing, email, electronic calendaring, and spreadsheets.Strong customer service skills.Experience carrying out duties that require organization, precision and accuracy.Experience carrying out duties that require collaboration.Strong interpersonal and written communication skills.Commitment to diversity, equity and inclusion in both professional practice and as a contributor to an inclusive working and learning environment.
Preferred Qualifications:Experience in higher education administration.Experience working with confidential information; serving in a position of trust.Expertise in project management; demonstrated ability to ensure projects are on time and on budget.Experience in problem solving and process improvement.Prior experience in complex scheduling, human resources functions, and/or facilities or office management.
About the Department
About the Hubbard School of Journalism and Mass CommunicationThe Hubbard School of Journalism and Mass Communication at the University of Minnesota is part of the College of Liberal Arts and is accredited by the Accrediting Council for Journalism and Mass Communication. The Hubbard School offers majors in Strategic Communication - Advertising and Public Relations, Professional Journalism, and Media and Information; and minors in Media and Information and Digital Media Studies. The Hubbard School offers an academic M.A. and Ph.D. and a Professional M.A. in Strategic Communication.Housed in Murphy Hall, a state-of-the-art facility for teaching and research of journalism, strategic communication, and emerging media studies, the Hubbard School is home to the Silha Center for the Study of Media Ethics and Law, the Minnesota Journalism Center, the Hubbard Digital Studios, and the Digital Information Research Center/Sevareid Library. Hubbard facilities also include the Murphy Hall conference center, multimedia classrooms, and psychophysiological communication research labs, and a focus group room, which is used to support graduate-level experimental research. For further information, please visit the Hubbard School of Journalism and Mass Communication's website, at: https://cla.umn.edu/hsjmc.About the College of Liberal ArtsHome to the arts, social sciences and humanities disciplines and programs, the College of Liberal Arts is the largest college in the University of Minnesota and comprises 31 academic departments, and over 20 interdisciplinary research centers and administrative/support units. CLA has over 1,300 faculty and staff spanning research, teaching, advising, outreach, and administrative functions. CLA units reside in over twenty buildings on the East Bank and West Bank of the Twin Cities campus. CLA enrolls nearly 13,000 undergraduate students, over 40% of the undergraduate enrollment on the Twin Cities campus, 1,400 graduate students, and has an annual all-funds budget of $290 million.CLA is a destination for curious, compassionate individuals who are committed to making our increasingly interdependent and diverse global community work for everyone. That foundational commitment begins in our CLA Constitution. CLA is committed to increasing enrollment of underrepresented and under-resourced students, diversifying our faculty across all disciplines, recruiting, and retaining a diverse staff, and promoting the expression and exploration of diverse perspectives and viewpoints-so that we all gain the background knowledge and analytical skills we need to understand and respect differences.Diversity, Equity, and Inclusion in CLAWorking in CLABenefits
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 offContinuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit ProgramLow-cost medical, dental, and pharmacy plansHealthcare and dependent care flexible spending accountsUniversity HSA contributionsDisability and employer-paid life insuranceEmployee wellbeing programExcellent retirement plans with employer contributionPublic Service Loan Forgiveness (PSLF) opportunityFinancial counseling servicesEmployee Assistance Program with eight sessions of counseling at no costEmployee Transit Pass with free or reduced rates in the Twin Cities metro areaPlease visit the Office of Human Resources website for more information regarding benefits.How To Apply
Applications must be submitted online: University of Minnesota Employment system: https://hr.umn.edu/Jobs/Find-Job. To be considered for this position, please click the Apply button and follow the instructions. You will have the opportunity to complete an online application for the position and attach materials listed below.
Review of applications will begin September 23, 2024, and will continue until the position is filled.A resume is
required
to be fully considered for this position.Additionally, a cover letter is
preferred
to be considered for this position.Application materials will be considered indicators of precision and accuracy.To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-8647.
The Hubbard School is committed to increasing the diversity of its faculty and staff and encourages applicants from underrepresented groups to apply.
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.eduEmployment 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
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).
Position Overview:The Hubbard School of Journalism and Mass Communication
is a dynamic academic unit within the College of Liberal Arts that offers opportunities for innovation, collaboration and development. The School has a growing student population. It offers vibrant and diverse academic programs ranging from traditional undergraduate and graduate programs. We infuse the curriculum with cutting edge expertise through the curricular and industry fellowships program and support students with state of the art technology resources. The School is a key partner in the broader Twin Cities media landscape; hosting numerous innovative programs, workshops and visitors.The Office Manager
carries out essential tasks related to employee hiring, building operations, curriculum scheduling and tenure and promotion. This position has a key role in ensuring the smooth operations of the School; connecting different roles within the School and helping everyone work better together. The position reports to the Chief of Staff and is an individual contributor role.Appointment Details:
This is a 100% time, 12-month continuous, non-exempt, Civil Service position.This position is eligible for a hybrid work schedule that changes based on the academic schedule, with primarily in-person work during the semester and primarily remote work during breaks and summer. Across the year, 70% of the work will be on site. The typical work schedule is M-F from 8:00 am -4:30 pm.Salary range:
$50,000-$64,000 commensurate with experienceJob Responsibilities:
Human Resources Support (40%)Develops and initiates hiring workflow for wide range of employees (students, part time instructors and fellows, full time staff and faculty):
Post positions in recruiting software, place recruiting ads. Monitor and organize applicant material and route for appropriate review. Initiate background checks, gather essential hiring documentation from applicants and route information and retain information.
Develops and initiates hiring workflow for range of employment types:
Summer appointments, overload assignment, annual wage letters.
Helps newly hired employees navigate next steps for working at the University.
Provide administrative expertise for onboarding to the community on I-9, payroll set up, parking, room assignments, building access.
Requests and tracks UMN email access for special populations affiliated with the School.
Office Management (30%)Analyzes, makes recommendations and carries out numerous processes to ensure peak operational efficiency of administrative unit within the School:
Organizes a calendar of administrative tasks and ensures the administrative team is on track with key process deadlines.Guides faculty and administrative team in aggregation of data and completion of tasks for Promotion and Tenure process and probationary faculty appraisal process.Oversees and organizes administrative data and implements data retention policy.Interprets and maintains administrative policies and procedures.
Project manager for Facilities and IT work group: schedule meetings, organize agendas, keep projects on task, on time and on budget.Manage supply purchasing and supply budget.Provide back-up support to Executive Administrative Assistant, answer phone and respond to emails, greet visitors, receive packages, sort mail, validate parking, troubleshoot administrative support needs.Potential for student worker supervision.Physical Plant & Facilities (15%)Primary department facilities representative for Murphy Hall.Oversees equipment (copiers and printers), building access and office keys, telephones, signage.Partner with Facilities Management to ensure Murphy Hall is organized, clean and safe. Communicate about custodial needs, repairs to spaces, and beautification tasks.Management of building projects ranging from ordering furniture to remodeling within the building.Assign employees to work spaces and ensure they have necessary job supplies. Organize transitions in work space.Communication point person within the School regarding all safety protocols.Curriculum Coordinator (15%)Department Scheduler: enters all scheduling information into the Collaborative Class Scheduling (CCS) portal of Peoplesoft.
Collaborates with staff colleagues to ensure classes are offered in the appropriate room at the appropriate time.Expert on room assignments for classes. Assigns classrooms both in School building and across UMN Twin Cities campus.Gathers, compares and analyzes data to ensure accuracy of course and room assignments and changes.
Track and post office hours; serve as a proxy for grade entry.Collects and organizes documentation related to curriculum including Student Report of Teaching (SRT) and Syllabi.
Qualifications
Required Qualifications:BA/BS or a combination of related education and work experience to equal four years.Proficiency in administrative software (Google and/or Microsoft) for word processing, email, electronic calendaring, and spreadsheets.Strong customer service skills.Experience carrying out duties that require organization, precision and accuracy.Experience carrying out duties that require collaboration.Strong interpersonal and written communication skills.Commitment to diversity, equity and inclusion in both professional practice and as a contributor to an inclusive working and learning environment.
Preferred Qualifications:Experience in higher education administration.Experience working with confidential information; serving in a position of trust.Expertise in project management; demonstrated ability to ensure projects are on time and on budget.Experience in problem solving and process improvement.Prior experience in complex scheduling, human resources functions, and/or facilities or office management.
About the Department
About the Hubbard School of Journalism and Mass CommunicationThe Hubbard School of Journalism and Mass Communication at the University of Minnesota is part of the College of Liberal Arts and is accredited by the Accrediting Council for Journalism and Mass Communication. The Hubbard School offers majors in Strategic Communication - Advertising and Public Relations, Professional Journalism, and Media and Information; and minors in Media and Information and Digital Media Studies. The Hubbard School offers an academic M.A. and Ph.D. and a Professional M.A. in Strategic Communication.Housed in Murphy Hall, a state-of-the-art facility for teaching and research of journalism, strategic communication, and emerging media studies, the Hubbard School is home to the Silha Center for the Study of Media Ethics and Law, the Minnesota Journalism Center, the Hubbard Digital Studios, and the Digital Information Research Center/Sevareid Library. Hubbard facilities also include the Murphy Hall conference center, multimedia classrooms, and psychophysiological communication research labs, and a focus group room, which is used to support graduate-level experimental research. For further information, please visit the Hubbard School of Journalism and Mass Communication's website, at: https://cla.umn.edu/hsjmc.About the College of Liberal ArtsHome to the arts, social sciences and humanities disciplines and programs, the College of Liberal Arts is the largest college in the University of Minnesota and comprises 31 academic departments, and over 20 interdisciplinary research centers and administrative/support units. CLA has over 1,300 faculty and staff spanning research, teaching, advising, outreach, and administrative functions. CLA units reside in over twenty buildings on the East Bank and West Bank of the Twin Cities campus. CLA enrolls nearly 13,000 undergraduate students, over 40% of the undergraduate enrollment on the Twin Cities campus, 1,400 graduate students, and has an annual all-funds budget of $290 million.CLA is a destination for curious, compassionate individuals who are committed to making our increasingly interdependent and diverse global community work for everyone. That foundational commitment begins in our CLA Constitution. CLA is committed to increasing enrollment of underrepresented and under-resourced students, diversifying our faculty across all disciplines, recruiting, and retaining a diverse staff, and promoting the expression and exploration of diverse perspectives and viewpoints-so that we all gain the background knowledge and analytical skills we need to understand and respect differences.Diversity, Equity, and Inclusion in CLAWorking in CLABenefits
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 offContinuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit ProgramLow-cost medical, dental, and pharmacy plansHealthcare and dependent care flexible spending accountsUniversity HSA contributionsDisability and employer-paid life insuranceEmployee wellbeing programExcellent retirement plans with employer contributionPublic Service Loan Forgiveness (PSLF) opportunityFinancial counseling servicesEmployee Assistance Program with eight sessions of counseling at no costEmployee Transit Pass with free or reduced rates in the Twin Cities metro areaPlease visit the Office of Human Resources website for more information regarding benefits.How To Apply
Applications must be submitted online: University of Minnesota Employment system: https://hr.umn.edu/Jobs/Find-Job. To be considered for this position, please click the Apply button and follow the instructions. You will have the opportunity to complete an online application for the position and attach materials listed below.
Review of applications will begin September 23, 2024, and will continue until the position is filled.A resume is
required
to be fully considered for this position.Additionally, a cover letter is
preferred
to be considered for this position.Application materials will be considered indicators of precision and accuracy.To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-8647.
The Hubbard School is committed to increasing the diversity of its faculty and staff and encourages applicants from underrepresented groups to apply.
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.eduEmployment 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
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).