Administration Associate 1

About the Job

Position Overview:

This position is the hub and visible face of History of Science and Technology and History of Science, Technology, and Medicine programs. You will provide administrative and academic support to the program faculty and students. You will coordinate and facilitate day-to-day management of one or more functional areas to ensure efficiency, compliance, and/or effective service delivery (e.g., budgeting and financial processes, policy development and implementation, contracting processes, human resources coordination, facilities and resource management, process improvement, cross-unit collaboration).

You will participate in and manage the development, implementation and enhancement of operating policies, processes and procedures that affect the HST's short- and long-range goals and strategies. The Program Administrator provides strategic support to HST Director and HSTM Director of Graduate Studies. Employee must be proficient (or become proficient within the first three months of employment) in the Student, Financial, and Human Resources areas of People Soft.

Independent decision-making skills are essential.

This role requires a versatile professional ready to manage a diverse range of tasks to support the HST(M) community. It is an exceptional opportunity to gain foundational experience in higher education administration.

Work Environment: This is a hybrid schedule with 3 days working in office and 2 days work from home eligible.

Schedule:

• Monday-Friday, 8:00am-4:30pm
• 40 hours per week

Location: University of Minnesota, East Bank Campus

Visa Language: Please note, this position is not eligible for H-1B or Green Card sponsorship. This position does not offer a STEM OPT training program.

Job Duties:

35% Administrative & Operational Coordination

• Primary contact for information regarding the program. Responds to questions about HST/HSTM in person, on phone, and by email.
• Serve as a resource for undergraduate and graduate students, responding to daily inquiries and guiding them to appropriate departmental and university resources.
• Coordinate weekly colloquium including travel arrangements and accommodations for speakers, publicity through semester and weekly paper and e-mail notices, updating colloquium information on HSTM website, HSTM calendar, and University Events calendar, and reimburse speakers' travel expenses.
• Plan other program events as needed including orientations, workshops, recruitment events, dissertation defenses, etc.
• Maintain and facilitate program specific e-mail accounts and groups.
• Maintain academic and program files as needed.
• Serve as Department Facility Representative for HST space in Shepherd labs.
• Maintain procuremental of operational supplies.
• Develop and maintain HSTM website.
• Edit and produce promotional materials including course posters, HSTM annual Newsletter, etc.
• Coordinate with part-time employees in History of Medicine program and the Charles Babbage Institute.

25% Graduate Program Coordination

• Ensure all academic program requirements adhere to Department, College and University policies and incorporate department procedures when necessary.
• Managing graduate admissions applications via SLATE and facilitate admissions processes.
• Plans, develops and leads prospective student visits. Responsible for coordinating the logistics of these events. (e.g., arrange accommodations, transportation, classes to attend, students to meet, different departments to interact with, and faculty in student's area of interest)
• Provide information and explain University policies and/or procedures to department leadership. Will independently determine the applicability of policies and/or procedures, and approve exceptions on a case-by-case basis.
• Assisting current students in planning and administrative paperwork for graduate milestones.
• Managing graduate fellowship applications.
• Maintain and update graduate student handbooks annually.
• Coordinating communications to applicants and current students (i.e. letters of admission or rejection and annual evaluations of student progress).

25% Financial and Human Resources Coordination

• Plan, prepare, and monitor the HST Program budget.
• Maintain…