Administrative Associate 1, Department of American Indian Studies - Military Veterans

This is a 100% time 12-month position that oversees the daily operations of support services for the Department of American Indian Studies. The position is an administrative liaison to staff, faculty, undergraduate and graduate students, prospective students, and the general public regarding requests, policies/procedures, and problem resolution. This position plays an integral role in helping to develop and implement the goals and mission of the department and programs while serving as an advisor to them regarding policies and procedures.

The Administrative Associate will assist in development and implementation of American Indian Studies (AIS) undergraduate degree programs and graduate degree programs and certificates including marketing, recruiting, communication, admissions, financial aid, online implementation, faculty coordination, curriculum, matriculation, degree clearance, etc.

This position requires time in the office and may include some remote work after full onboarding.

The annual salary range for this position is $43,867.20 - $65,000.00 / year and depends on qualifications.

Duties/Responsibilities
Budget (35%)

• Oversee fiscal activities of the department and programs, including: budgeting, expenditure forecasting, contract and grant applications and management, gift accounts, student awards, year-end reports, etc.
• Monitor faculty development and grant accounts.
• Create contracts and process payments for vendors and contractors, prepare and process honoraria.
• Serve in both a pre- and post-award capacity to support the development and management of sponsored projects.
• Assist department head and director of graduate studies with fiscal management, planning, report preparation.
• Assist with grant and departmental-related purchasing, reimbursements, and travel documents.

Student Services (30%)

• Participate in the development of strategies for recruiting, admissions, and enrollment for undergraduate and graduate programs in the department.
• Manage recruiting efforts.
• Assist prospective students with the application and enrollment processes.
• Work with students to guide them through program/certificate, college, and University policies and procedures, including providing direction on curriculum, online delivery, and program/certificate and/or college specific requirements to meet degree/certificate requirements.

Office Management (25%)

• Maintain a professional and positive environment while serving as a knowledgeable resource for information on University policies and procedures and resolving problems.
• Coordinate department and committee meetings, prepare minutes; assist in event planning and execution.
• Manage department website, coordinate content and changes with the CAHSS webmaster and CAHSS Advising.
• Hire, train, and supervise student office assistants.
• Create and post job openings for term and T/TT faculty positions and student workers in PeopleSoft, process hiring documents, and approve student work time in the system.
• Monitor and manage department voicemails, email, calendar, and mail.
• Purchase office supplies as needed.
• Maintain and/or establish relationships with tribal educators and tribal leaders.

Curriculum (10%)

• Support instructional activities of the department; assist department head and director of graduate studies with annual course planning and enter the course curriculum in
  PeopleSoft for fall, spring, and summer terms.
• Monitor class schedule for correct delivery mode/times/days, reserved seating, enrollments, instructors, etc. Make changes as necessary.
• Input faculty contact hours through PeopleSoft course entry and Schedule of Class Verification documents.

Other Responsibilities as Assigned

All required qualifications must be documented on resume

Required Qualifications

• BA/BS or combination of related office experience or a combination of related education and work experience equal to four years.
• Demonstrated excellent communication skills (oral and written), interpersonal, organizational, analytical, and data management skills with an ability to work collaboratively with diverse audiences.
• Strong attention to detail; demonstrated ability to organize and present complex information.
• Ability to set priorities, handle multiple tasks and work independently to complete projects by specific deadlines amidst changing priorities and an ambiguous environment.

Preferred Qualifications

• Six years of related office experience.
• Knowledge and experience with college programs, higher education systems, policies and procedures.
• Experience with systems such as: PeopleSoft, DMS, EFS, MS Office, and Google Suite.
• Familiarity with University of Minnesota research activities, budget, and grants management systems.
• Demonstrated ability to work with and adapt to new technologies and processes independently.
• Experience working with historically marginalized populations (i.e. American Indian populations, first generation students, reservation/rural populations, people with disabilities, and/or individuals from other underserved backgrounds).
• Ability to work independently and identify solutions to operational issues in a timely manner for effective job completion.