Office Manager

About the Job

Bargaining unit consideration begins on 4/25/2025 and ends on 5/2/2025.

Pay rate: $23.16 - $31.54 per hour.

Schedule: 40 hours per week, Monday through Friday.

Position Overview:

The Office Manager supports day-to-day operations and provides administrative and instructional support to the faculty, staff, and students in the Departments of Writing Studies and Communication Studies. They will oversee and provide coordination for multiple academic and departmental functions such as hiring processes, course data entry, event planning, and general office coverage. The person in this position will work closely with the Department Administrators and Chairs. They will serve as a resource for questions about departmental processes and university policy for the duties they are responsible for. This work requires a high level of self-direction, organization, collaborative effort, attention to detail, effective communication, and the ability to prioritize and manage workflow.

This is a 100%, 12 month continuous position represented by the AFSCME Unit 6 - Clerical bargaining unit. This position is in person with some hybrid flexibility. At least four days a week will be in person and as needed by the units on the Minneapolis campus.

To be considered for this position, please provide a resume, cover letter (no more than one page), and 3 references (names and contact information). The priority deadline for applications is Friday, May 16th.

Job Duties/Responsibilities (include job buckets & percentages):

Administration and General Office Coordination (60%)

• Serves as the primary source of information regarding administrative policies and procedures. Independently initiates inquiries and resolves problems as they arise.
• Serves as the initial point of contact for questions and uses good judgment when determining when to redirect calls, who to include in the communication, and to consult with appropriate personnel before responding to ensure accurate information is relayed in a timely way.
• Attends departmental staff meetings, serves as backup taking minutes at faculty meetings, and subcommittee meetings.
• Serves as a backup to Graduate Program Coordinator. Answers general inquiries, routing calls to appropriate staff and schedules department conference rooms as requested.
• Manages copy machine access, usage, and maintenance. Sets up individual accounts for all employees, tracks copy amounts, and ensures machines are supplied and in good working order. Reports excessive copying to the Department Administrator. Assess age, overall use, and downtime to determine need for machine replacement.
• Serves as department contact for copy requests that need to be outsourced. Determines which vendor to use, tracks usage, ensures vendor payment is accurate and processed in a timely manner. Reports usage on departmental tracking documents.
• Oversees and manages department and program email lists/groups. Works with program leadership to ensure lists are set up correctly, up to date, and accurate.
• Assists with a wide variety of special projects as requested by the administrator, and dept. Chair to successful completion, often with deadline pressures and organizational impact.
• Coordinates maintenance of furnishings in department shared spaces and assists with office moves and set-up.
• Manages renewal of software licenses, office keys inventory, and computer inventory.
• Serves as a point of contact for matters related to building access, requests for building maintenance, and serves as Department Facilities Representative (DFR)
• Coordinates with the waste and recycling office for confidential documents disposal.
• Assists Chair, Department Administrator, and program leadership in planning, scheduling, and hosting meetings and events. Manages logistics including researching venues, vendors, menus, and meeting times and makes recommendations to maximize participation and cost- effectiveness. Reserves space, orders food and beverage; ensures tech/speaker needs are accommodated, and provides materials as needed. Provides expense estimates and monitors expenses to ensure University policy is adhered to in relation to costs per person.
• Collaborates with Graduate Program Coordinator for the execution of graduate and undergraduate program activities including new student's orientation week, Admit Day, Writer's workshop, Friday Noon Research (FNR), end-of- semester gathering, etc.
• Assists the scholarships award committees with award processes for both graduate and undergraduate students.

Human Resources and Hiring (20%)

• Provides support to the department administrator with logistics for new hires. Places ads, schedules search committee meetings, interviews, maintains accurate records, tracks recruitment efforts, arranges candidate visits, and sets agendas.
• Works closely with the Department Administrator to create, manage, and maintain shared google doc for all hires to ensure hiring processes are complete and all payroll deadlines are met. Ensure that all hiring documentation is maintained in an accessible format for archival and audit purposes.
• Manages position number process. Creates and updates position numbers for all department appointments. Consults with program leadership/position supervisor to ensure necessary information needed in the appointment is accurate and position number attributes align with the appointment. Maintains shared google folder documenting all position numbers which is accessible to the Department Administrator.
• Processes appointments for fixed-term P&A, graduate instructors, graduate research assistantships, fellowships, scholarships, and undergraduate research and teaching assistantships in Workflow. Works closely with the Department Administrator and consults with program leadership to ensure accuracy of information. Creates appointments including terms, conditions, and duties reflecting program requirements. Meets payroll deadlines. Submits amendments to correct or revise appointments.

Curriculum Support (20%)

• Provides coordination and oversight of the end-of-term grade submission process for all WRIT courses. Verify all instructors have access to submit final grades. Communicates process and deadlines to instructors to ensure grades are submitted by the established University deadline. Assist instructors with troubleshooting and resolving any issues they have.
• Manages the development of the class schedule including days and times courses are offered, maintaining reserve codes, and public notes.
• Oversees and manages the waitlist process for undergraduate courses. Consults with program leadership about process and communicating process to stakeholders each semester. Works directly with students to provide course access based on position on waitlist and available space.
• In consultation with program leadership, provides support for real time management of course sections by manipulating course caps and student enrollment (swapping student sections at the direction of the Director) when necessary. Communicates any changes with students in a timely and professional manner. Maintains accurate archive of any student enrollment changes if questions arise.
• Manages term by term tracking of enrollment data based on registration activity, orientation dates, and registration timelines and provides director updates at their request. Maintains accurate and transparent data that is accessible to program leadership.
• Answers questions about registration, permission number process, and waitlists.

Other duties as assigned according to departmental and collegiate needs.

** The employer reserves the right to change or assign other duties to this position**

Required Qualifications:

• High School Diploma/GED and 4 years of related experience in project and event management and general office operations. Coursework in a related field may substitute for some years of experience.
• Proficiency using Microsoft Office, Google Suite, and other common office software managing databases, email, google workspace, and cloud-based collaboration tools.
• Excellent written and oral communication with clear and concise writing skills.
• Excellent organization skills and ability to complete projects in a timely manner.
• Ability to maintain confidentiality when managing private data/information.
• Strong customer service skills.

Preferred Qualifications:

• Prior University of MN work experience with knowledge of University systems such as PeopleSoft, CCS, etc.
• Familiarity with higher education administrative practices.
• Ability to multitask, prioritize work, and independently problem solve.
• Ability to independently perform duties with strong attention to detail and accuracy.
• Dependable team member, demonstrative record of timely attendance and collaborating with other team members.
• Experience working with faculty, staff, and students from diverse backgrounds.

About the College of Liberal Arts

Home 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 CLA

Working in CLA

The Benefits of Working at the U

Pay Range: $23.16 - $31.54 per hour; depending on education/qualifications/experience

Time Appointment Category: 100% Appointment

Position Type: Labor Represented AFSCME Unit 6 - Clerical

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

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
• Employee Transit Pass with free or reduced rates in the Twin Cities metro area

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 be considered for this position, please provide a resume, cover letter, and 3 references (names and contact information). The priority deadline for applications is Friday, May 16th.

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.

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).