Assistant Administrator

The Assistant Administrator provides key support for the daily operations of the Department of Gender, Women and Sexuality Studies in the College of Liberal Arts. The AA is responsible for supporting strategic planning, human resources, finances, and general operations, as well as supervising one full-time staff member and a team of student workers. This position works directly with faculty and students in addition to the administrative team.

The AA is part of a shared administrative team led by the department administrator and includes the Office Manager/Graduate Program Coordinator and student workers. Additionally, this position is tangentially a part of an administrative hub with the Department of Cultural Studies & Comparative Literature (CSCL) and the Department of Classical & Near Eastern Religions & Cultures (CNRC).

Hybrid work schedule of three days in office and two days from home, with additional in office days as needed for specific meetings/events/etc. Office location is Ford Hall on the Twin Cities East Bank.

• Assist department administrator and chair with strategic planning, including operational budgeting, human resources, and space planning.
• Coordinate external and accreditation reviews.
• Attend faculty meetings and take minutes.
• Build collaborative relationships within GWSS, CLA, the university, and with external entities.
• Work with the chair to plan external communication strategies and priorities.
• Assist chair with development and implementation of policies and procedures.

• Supervise one labor-represented staff member and student workers.
• Coordinate searches, hiring process, onboarding, and training for staff and student workers.
• Oversee payroll for all employee groups (civil service, labor represented, P&A and faculty).
• Support all aspects of faculty searches, hiring and onboarding.
• In coordination with the department administrator, manage the promotion and tenure process, and the annual review process for faculty and P&A instructors.
• Organize and maintain all governance documents, affiliation agreements, and college level agreements.
• Serve as ex officio member of department committees.
• Produce and manage voting ballots as requested.
• Produce offer letters for graduate assistants and submit hiring TDX tickets.
• Advise graduate instructors and teaching assistants on human resources and employment-related policies and procedures, expectations and department practices.
• Prepare and process visa applications and extensions for international employees and visiting scholars.

• Serve as the primary source of information regarding department, college and University fiscal policies and procedures. Explain complex fiscal policies and procedures. Independently initiate inquiries and resolve problems when needed.
• Work with the accountant to monitor department accounts; advise the department Chair of trends and patterns.
• Track instructional funding, fellowships, travel awards, scholarships, etc. and ensure funding is efficiently spent.
• Analyze course enrollment and instructional cost reports to maximize instructional capacity and enrollments.
• The following tasks are in support of GWSS, CSCL and CNRC:
  • Provide department approval for expenditures following department, college, and University policies and procedures.
  • Initiate and carry-out requests for supplier payments, purchase orders, contracts for professional services, honoraria payments, etc.
  • Track and approve travel reimbursement requests
  • Be responsible for all department purchasing, including University Market (UMarket) orders and purchasing card (PCard) use.
  • Maintain departmental financial files as necessary.

• Serve as primary Department Facilities Representative and Key Coordinator.
• Coordinate data collection for reporting, internal and external surveys.
• Develop an an annual calendar, set deadlines and priorities.
• Initiate, identify and manage projects.

• BA/BS or a combination of related education and work experience…