Admin Associate 2 Supervisor

School of Nursing Cooperative Unit Support - Cooperative Unit Associate The School of Nursing is organized by cooperative units, each defined by an area of scholarship, research, and practice in nursing (e.g., child and family, adult and gerontological, population health). A cooperative unit is led by a chair and each faculty member participates in one cooperative unit. The cooperative unit associate reports to the chair, supports faculty and the chair within the cooperative unit, and supervises those who work (e.g., student workers) in the cooperative office. The individual in this position provides the organization, coordination, and prioritization of all support work in the cooperative unit and has responsibility for establishing processes related to administrative workflow, the academic calendar, and meeting strategic deadlines. This individual coordinates work with those in similar positions in the other cooperative units. The individual collaborates with the chair to advance the goals, objectives, and work of the cooperative unit as it relates to the tri‑mission of scholarship/research, teaching, and service/practice. Specifically, the person in this role is responsible for: organizing, coordinating and directing the services provided by the cooperative unit; managing the day‑to‑day operations of the cooperative unit; collaborating with the chair, faculty, and staff to anticipate needs, provide support, and adjust the workflow and resources as appropriate. This individual has a key role in creating a strong customer service organization.

RESPONSIBILITIES

BUDGET – 15%

Coordinate the preparation of the annual cooperative unit budget (~$20,000) by gathering data, drafting the preliminary budget, and collaborating with the Chair to complete the review and approval. Track and report on expenditures to ensure alignment with the approved budget and School of Nursing/University procedures. Support the budget revision process by providing historical spending data and identifying variances for the Chair. Facilitate the finalization and timely submission of the cooperative unit budget, ensuring the deadline is met. Monitor the internal workflow for expenditure authorizations to ensure all necessary documentation is provided for reimbursements. Serve as backup for entering and verifying the accuracy of transactions in the financial software system. Review and process expense reimbursements to ensure adherence to University policy and funding source restrictions. Provide guidance to chair/faculty regarding standard budget policies and reimbursement procedures.

COMMUNICATION – 25%

Serve as the primary point of contact for routine cooperative unit inquiries and communications. Draft and edit internal and external business correspondence, reports, and letters, as directed by the Chair. Coordinate the preparation and distribution of cooperative unit communications to ensure timely responses to internal and external stakeholders. Assist in the compilation of data for the annual cooperative unit report, ensuring materials are organized and formatted according to School of Nursing standards. Support the report revision process by incorporating feedback from the Chair and cooperative unit members. Coordinate the finalization and submission workflow for unit reports to ensure deadlines are met. Gather faculty achievement data from reports and other sources to provide information for School‑level newsletters or communications. Maintain and update the cooperative unit and faculty web pages, ensuring content is current and adheres to University branding standards. Coordinate the administrative tasks for the adjunct/affiliate nomination process, including tracking applications and sending standard communications. Support engagement with faculty and affiliates by maintaining contact lists and assisting with the logistics of partnership meetings.

OPERATIONS – 40%

Supervise 1‑2 student workers, including hiring, directing work, prioritizing assignments, and conducting performance evaluations. Communicate clear work expectations and monitor student worker performance. Serve as the unit liaison for School of Nursing Facilities, IT, and the Operations Committee. Support assigned committee meetings by preparing agendas and drafting minutes. Resolve routine issues related to budget, scheduling, and equipment; maintain the annual timeline for unit events. Prepare and distribute standard reports as needed for unit operations. Identify and report operational issues to the Chair and assist in implementing corrective procedures. Collect and document faculty activities to support annual reviews and unit reporting. Maintain data regarding faculty contributions to ensure accuracy for accreditation and planning cycles. Coordinate administrative tasks for employee onboarding and offboarding (e.g., keys, office setup, and system access) in coordination with HR. Assist with the administrative logistics for faculty leaves and sabbaticals. Support the integration of new hires by providing operational orientations and unit‑specific resources. Assist in the planning and logistical implementation of forums, workshops, and conferences. Coordinate event logistics and distribute post‑event surveys to gather feedback. Update and maintain unit‑level workflows and templates for routine business transactions. Utilize technology and software (including AI tools) to improve the efficiency of routine administrative tasks. Provide data and reports to the Chair to support operational decision‑making. Coordinate and schedule faculty applicant interviews and logistics. Schedule monthly faculty meetings and prepare agendas/action items as directed by the Chair. Maintain confidential files, rosters, and unit databases (including student/preceptor/site info). Assist with the evaluation process for students and preceptors within established software systems, and use database metrics to identify preceptor or site shortages, as needed. Oversee unit office security, including key and proximity device tracking. Ensure administrative adherence to processes for managing protected health information (PHI).

SUPPORT – 20%

Assist with preparing faculty promotion and tenure files and merit activity reports. Coordinate with the chair to maintain accurate faculty workload documentation, and assist academic programs staff in updating the central workload database. Provide administrative support to the faculty directly or through supervision of student workers, including but not limited to: entering faculty data into updating CVs, formatting manuscripts, creating/maintaining reference libraries, retrieving online articles, and copying/printing materials. Update and maintain data within the web‑based central faculty activity reporting system (e.g., Works) to document research, teaching, service, and professional achievements. Provide room scheduling support to the cooperative unit faculty, including scheduling/arranging meetings, student oral exams, internal seminars, and video conferencing, as needed. Provide classroom technology support and schedule AV/laptop usage, as needed. Order/receive supplies and prepare related financial transaction documents. Process mail/maintain Cooperative Unit mailboxes and draft/mail external correspondence as directed. Complete other duties, as assigned.

QUALIFICATIONS

Essential Bachelor’s degree in Business Administration or a related field and two years of administrative experience, or a combination of education and relevant administrative experience to total six years. Previous experience in a lead worker capacity, or experience with organizing/prioritizing work for others, or formal supervising. One year of previous accounting experience. Previous budget experience. Excellent written communication skills with the ability to draft and edit correspondence and reports. Advanced level software skills, including Word, Excel, and PowerPoint. Experience with databases. Experience with electronic calendaring. With training, must have the ability to utilize other technology (e.g., AI) and computer applications/software. Preferred Experience with a wide range of software programs (e.g., Google Apps, Enterprise), webpage editing, web‑based applications, room reservation/scheduling programs, as well as emerging AI technology and applications. ** This job is not eligible for H‑1B sponsorship **

PAY & BENEFITS

Pay Range: $25.42 – $34.32 hourly; depending on education/qualifications/experience Time Appointment: 100% Appointment Position Type: Civil‑Service & Non‑Faculty Labor Represented Staff 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 initial pay may not reach the maximum of the range. This approach ensures 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. #J-18808-Ljbffr University of Minnesota