Operations Administrator - Institute Marine Science and Technology

About the Job

The University of Minnesota Duluth (UMD) seeks an Operations Manager to lead project management and daily operations for the planning phase of a new Institute for Marine Science and Technology (IMaST). This position will be responsible for initiating and implementing strategic plans to support the planned IMaST mission, developing and implementing operational systems and workflows, overseeing fiscal and personnel operations, and providing project management expertise to support the creation of a new institute at the University of Minnesota.

The Operations Manager will coordinate and engage with stakeholders at all levels including University leadership, faculty, and staff, federal, state, tribal, and industry collaborators, and regional and private-sector sponsors. The incumbent will align IMaST's mission with the operational needs of all stakeholders to create and implement a robust project implementation plan. Working with minimal direction, this individual exercises independent judgment, professional discretion, and analytical insight in managing complex operational functions, leading cross-unit projects, and ensuring effective operations across IMaST's research, education, and outreach programs.

The incumbent will support the IMaST Task Force in conducting their meetings and assembling the final report.

This position will operationally report to the IMaST Task Force created to put together the framework for the institute and will work closely with faculty, staff, and leaders in the Large Lakes Observatory (LLO), Minnesota Sea Grant (MNSG), Natural Resources Research Institute (NRRI), Swenson College of Science and Engineering, UMD's administrative units, and other partners and collaborators at the University of Minnesota.

Operations and Project Management (60%)

• Responsible for initiating and implementing strategic and operational plans to support and enhance planning of a potential institute.
• Oversees all aspects of administrative management of an institute that will have complex and diverse education, research, and business operations including multiple partners across the university, government and industry.
• This position will eventually have multiple direct reports as the institute grows.
• Lead planning and tracking of institute initiatives and projects; ensure alignment with University and IMaST strategic goals.
• Develop and implement administrative workflows and procedures that improve operational efficiency and accountability.
• Lead cross-functional projects and implement new systems for data management and reporting.
• Interpret and apply University policies and procedures to resolve administrative challenges.
• Develop practical, innovative solutions to technical, financial, and organizational problems.

Communications, Outreach, and Event Planning (25%)

• Identify and engage with all stakeholders to ensure proper lines of communication are established.
• Create a plan for all internal and external communications, including website updates, announcements, and stakeholder engagement and coordinate with the relevant communications team.
• Coordinate event planning, outreach initiatives, and partner communications that advance IMaST's mission, delegating as needed and able to administratively support in IMaST's partner departments. Support IMaST Task Force in completing their study to provide a framework for the institute.

Strategic and Executive Support (5%)

• Coordinate committees, advisory boards, and leadership meetings; prepare agendas, briefings, and records. Serve as a facilitator for stakeholder meetings.
• Create and present status reports, correspondence, and presentations for internal and external audiences.

Financial Oversight (5%)

• Review, approve, and oversee financial transactions for compliance with University and funding agency requirements.
• Collaborate with the Task Force and financial offices on annual budgeting, forecasting, and reporting.
• Conduct financial analyses and prepare summaries to inform decision-making and strategic planning; prepares recommendations based on findings.

Human Resources Administration (5%)

• Work with the Task Force to determine hiring…