Administrative Associate & Commencement Coordinator

80% FTE, 12-months

Position Summary
The Administrative Associate & Commencement Coordinator is responsible for administrative operations of specific functions and programs within Academic Affairs (AA), including the office of the Executive Vice Chancellor and Provost (EVCP), Academic Administration, and UMD Engage. Operations include events (e.g., faculty promotion and tenure reception, new faculty orientation and other professional development opportunities related to academic affairs); shared governance related to academic affairs; HR and finance activities, and search committees for senior academic leadership positions. The position will coordinate UMD's commencement ceremonies and, as appropriate, participate in the planning and implementation of student-facing events hosted by units outside of AA. The position requires work on the date of the commencement ceremonies each year (one Saturday in May) and could involve participation in student-facing activities during evenings or weekends at other times during the year (e.g., Welcome Week, Homecoming).

Responsibilities:
Administrative Associate (60%)

• Department liaison
  • Executes HR support activities for selected areas of AA; activities include but are not limited to:
    • Submitting "TDX" tickets (e.g., job postings, hiring, and compensation)
    • Advertising open positions to attract diverse and qualified applicant pools
    • Initiating SkillSurvey for reference checks
    • Completing I-9's
    • Verifying time records and payroll confirmation and verification reports, correcting errors identified, and maintaining bi-weekly payroll records
    • Administering employee separation procedures
    • Consulting on questions/requests with UMD HR and Finance strategic partners
    • Following and staying current on the relevant HR University policies and procedures
    • Attending campus meetings and receiving messages related to HR activities, and communicating information to supervisors and staff as appropriate (e.g., performance appraisal timeline; reminders to submit and/or approve time, etc.)
  • Coordinate the unit staff award process
  • Maintain a University purchasing card for Academic Administration and order supplies for staff with supervisor approval
  • Order key(s)/building access, name badges, business cards, etc. for AA staff
  • Maintain Darland 4th floor workroom printer/copier (supplies, service requests) and, if necessary, track expenses to departments that use it
  • Maintain the current list of staff with offices on Darland 4th floor and co-coordinate safety procedures for the floor
  • Provide up-to-date instructions and assistance with technology in the Darland 4th floor conference room
  • Collect and distribute AA staff mail from the UMD Mail Room (Darland basement)
  • Submit work requests to Facilities Management for AA space repairs and maintenance
• Events
  • Assist with the planning and execution of AA events (examples include: EVCP [promotion and tenure reception; retirees reception], AVC [new faculty orientation and other professional development; accreditation], UMD Engage [volunteer fairs, professional learning communities])
  • Contact internal units and external organizations as needed to secure venues, place catering orders, coordinate technology, and ensure other necessary details are arranged in advance
  • Create and communicate event promotional materials as needed
  • Prepare participant materials as needed (e.g., handouts, name tags)
  • Ensure events are set up accurately and greet guests as needed
  • Maintain records of events and identify areas of improvement for subsequent events
  • Assist with campus-wide "campus conversation" meeting plans and implementation
• Shared governance
  • Provide staff support for one or more academic committees (example: Faculty Senate):
    • Take and prepare minutes for committee review
    • Maintain agendas and approved minutes for institutional records
    • Communicate within the committee on behalf of the chair(s) as needed
  • Assist policy contacts with conducting policy reviews within the campus shared governance structure
  • Assist the UMD Shared Governance coordinator as needed with member orientation and with communications across committees and to the campus
• Search committees
  • Schedule committee meetings and ensure in-person and Zoom rooms are prepared for meetings in advance
  • Organize applicant materials for search committee members
  • Schedule rooms for on-campus interviews
  • Assist with the travel, lodging, and meals for on-campus interviews, which may include making reservations with airlines, car rental companies, hotels, restaurants, etc., and coordinate travel reimbursements for candidates
  • Assist the search committee as needed (e.g., escorting candidates from room to room on campus; preparing welcome or informational packets)

Commencement Coordination (30%)
[note: most of this work occurs during the spring term]

• Serve as the primary point of contact for the campus-wide commencement ceremonies in May (currently, commencement includes a morning ceremony for two colleges and an afternoon ceremony for the other two colleges)
• Lead the commencement committee
• Collaborate and communicate with individuals in internal offices/programs across campus and in external organizations to plan the logistics and details for commencement ceremonies
  • Internal contacts include but are not limited to: University Marketing and Public Relations (UMPR), Athletics, Facilities Management, Disability Resources, UMD Police, ROTC, Music, Chancellor office, ITSS, college deans and advising directors, Registrar
  • External contacts include but are not limited to: videographer, photographer, Duluth Entertainment Convention Center (DECC), Fond Du Lac Band of Lake Superior Chippewa
• Maintain commencement supplies and signage inventory and order materials as needed
• Prepare supplies and materials for Facilities Management to deliver to the DECC prior to commencement day
• Coordinate the colleges' selection of student speakers and provide all necessary details to the speakers
• Communicate with students to confirm participation in commencement ceremonies and answer questions as they arise
• Maintain the commencement website and co-coordinate the maintenance of the commencement database
• Solicit faculty participation in commencement ceremonies, and provide them with commencement instructions and parking passes in advance
• Conduct trainings for the stage party, mace bearers, banner carriers, volunteers, and others as needed prior to commencement day
• Assist with preparation of the event program and scripts
• Coordinate the process of organizing the student name cards
• Coordinate the logistics of the ceremonies on-site, including assigning volunteers to roles, delegating activities to others, maintaining communications with area leads, and queuing the start of each ceremony
• Prepare commencement materials for and participate in the campus's Graduation Fair, Kirby Commencement, and/or other commencement-related events to help students learn about and prepare for the commencement ceremony

Miscellaneous Duties (10%)

• Participate in the planning and implementation of student-facing events hosted by units outside of AA as appropriate
• Assist with determining general purpose classroom furniture layouts in preparation for fall and spring terms, and assist the AVC-Academic Effectiveness with general purpose classroom furniture requests and work orders
• Remain current on University policies and procedures
• Serve on or staff other committees as assigned and/or as elected
• Provide back-up support for other human resource department liaisons in Academic Affairs as needed
• Other duties as assigned

Required Qualifications

• Bachelor's degree or a combination of related education and work experience equal to four years; and
• Demonstrated evidence of applying knowledge and skill to recurring activity with precision and timeliness
• Experience in project management and/or planning events

Preferred Qualifications

• Experience within an institution of higher education
• Experience with University academic policies and procedures
• Experience performing human resources activities
• Experience planning events
• Knowledge of Microsoft and Google applications
• Interpersonal and collaborative skills
• Written and verbal communication skills
• Time management and organization skills
• Commitment to support UMD's goal of advancing equity, diversity, inclusiveness, and social justice within the campus community

Pay Range: $45,177.60 - $56,124.00; depending on education/qualifications/experience

Time Appointment Category: 75%-100% Appointment (If job description above does not specify appointment or expected weekly hours, assume a 100% appointment.)

Position Type: Civil-Service & Non-Faculty Labor Represented Staff

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

The University offers a comprehensive benefits package that includes:

• The University 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

While our salary ranges provide a framework, it is important to note that most of the time, the initial pay may not reach the maximum of the range. This approach ensures that compensation reflects the value and unique contributions of each candidate while maintaining equity within our organization. As part of our commitment to fair and equitable compensation, please be aware that the salary offered to incoming candidates will be based on their individual credentials and experience.

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.

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

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.

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.

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