Industrial and Systems Engineering Chief of Staff

Company: University of Minnesota
Location: Saint Paul
Posted on: November 14, 2024

Job Description:

Apply for JobJob ID364557
LocationTwin Cities
Job FamilyAdministration-General
Full/Part TimeFull-Time
Regular/TemporaryRegular
Job Code9341M2
Employee ClassAcad Prof and Admin
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About the Job


The department of Industrial and Systems Engineering (ISyE) at the University of Minnesota, Twin Cities, is seeking an experienced and energetic individual for the position of Chief of Staff. The target start date will be at the beginning of the Spring 2025 semester. This is an exciting opportunity to manage the department's operations, finances, human resources, and facilities. This person will work in collaboration with, and at the direction of, department leadership, as we pursue strategic growth. The position serves as an advisor to the department head and acts as a liaison to the College of Science and Engineering Dean's office on essentially all financial, operational, and human resource matters. The individual will supervise five other staff members working on functions such as student services, marketing and communications, purchasing, accounting, and faculty affairs.

This position calls for a diligent and thoughtful leader with excellent communication and interpersonal skills. It also requires outstanding analytical capabilities to foresee the short-term and/or long-term implications of various interrelated operational, tactical, and strategic decisions. The individual should possess sound judgment, discretion, and tact to help the department head with day-to-day operations of the unit. The position offers independence to supervise the work of administrative staff, and to execute special requests and projects initiated by the department head. It calls for the ability to work simultaneously on multiple projects, and to advise the department head in wisely allocating departmental resources. A thorough knowledge of relevant university, state, and federal policies, or the resourcefulness to quickly find appropriate policies applicable to complex situations, is essential. Experience with budget management and acumen with numbers is needed. An ability to interpret ambiguous written and verbal questions from faculty, staff, and students, and then to compose a carefully worded cogent written or verbal response, is needed. The individual should earn the trust and respect of multiple stakeholders including staff, students, faculty, and higher-level university officials. The individual should be able to work seamlessly with, and be sensitive to the needs of, faculty, staff, and students from diverse backgrounds. A penchant for rigorous implementation of operational procedures is a must. A passion for continuous improvements to enhance the operational efficiency of the unit would be an added bonus.


Approximate distribution of responsibilitiesOperations and Finance (60%)

• Overseeing departmental budget in collaboration with the department head and accountant.
• Overseeing and/or approving departmental spending across various accounts to ensure compliance with relevant policies.
• Serve as the primary financial contact from the department for the College.
• Implement controls and procedures to ensure efficient and responsible use of resources.
• Analyze financial data and generate reports to identify trends and forecast future needs.
• Manage or oversee the external grants pre-award and post-award processes to ensure faculty and researchers are best supported.
• Ensure that departmental records and data are stored, maintained, and protected appropriately.
• Assist the department head for long-range planning and strategic resource allocation.
• Manage regular staff meetings.
• Ensure efficient day-to-day departmental operations by coordinating workflows among the staff.
• Identify and implement improvements in customer service and organizational efficiency.
• Lead or participate in special projects.
• Help with preparing memorandum of understanding or other agreements with external constituents.
• Help/oversee departmental staff to maintain websites, and manage marketing, outgoing communications and departmental social media accounts.Human resources (30%)
  • Serve as the primary department resource for University, Collegiate and departmental human resource policies, procedures, and practices
  • Coordinate or oversee searches and the onboarding/transition/visa processes for faculty, visiting scholars, and staff.
  • Supervise administrative staff including recruiting, interviewing, hiring, onboarding, training, performance evaluations, disciplining, and promoting professional development.
  • Facilitate the hiring process for all personnel within the department by utilizing the University's recruiting system and providing appointment letters per University and College guidelines.
  • Ensure that all appointments are entered in the payroll system to avoid delayed pay or incorrect payments.Facilities (5%)
    • Serve as the primary building space representative.
    • Help the department head in allocating departmental space.
    • Ensure a safe environment for students, staff, and faculty, and to implement a building emergency plan.
    • Oversee remodeling projects.
    • Oversee the acquisition and allocation of capital equipment.
    • Oversee door access and key control for departmental spaces.
    • Investigate complaints related to facility management issues and oversee their resolution.Miscellaneous (5%)
      • Attend regular Collegiate administrator meetings.
      • Serve on Collegiate and University committees as needed.
      • Oversee the coordination of, and attend, departmental events such as graduation receptions, orientations, alumni receptions, staff events, etc.
        Qualifications
        
        
        Required:
        • Bachelor's degree and at least 8 years of work experience related to this position.
        • Excellent written and verbal communication skills.
        • Attention to detail.
        • Strong interpersonal skills.
        • Discretion, integrity, and the ability to maintain/enforce confidentiality of sensitive information.
        • Experience with managing organizational resources, operations, policies, and/or people.
        • Experience with using spreadsheet and word processing software.
        • Ability to work with diverse faculty, staff, and students and a commitment to fostering a culture of inclusion.Preferred:
          • A graduate degree in a related field such as accounting, business administration, finance, or human resource management.
          • Prior supervisory responsibilities in an academic or other similar professional unit, including an ability to fairly distribute work among staff and to support staff's professional growth.
          • Experience working in the higher education field.
          • Excellent organizational skills with the ability to manage multiple competing priorities.
          • Experience with financial planning and budget management.
          • Experience with human resource and payroll management.
          • Experience with managing or overseeing financial, operational, human resources, and compliance aspects of sponsored research projects.
          • Experience with using human resources and financial software.
          • Knowledge of University of Minnesota financial, operational, and human resource policies and procedures.
          • Knowledge of University of Minnesota systems for human resource management, financial management, sponsored projects administration, donor management, etc.
            About the Department
            
            
            The University of Minnesota, Twin Cities, is a world-class research university with outstanding resources and programs in engineering and science, health sciences, social sciences, and liberal arts. The Department of Industrial and Systems Engineering in the College of Science and Engineering has active research and teaching programs in Operations Research, Analytics, Data Science, Industrial Engineering, and Systems Engineering. It includes 18 faculty, six staff positions, about 200 undergraduate students, and over 90 graduate students. The department aspires to grow its research and educational programs in the next five years. More information about the department is available at https://cse.umn.edu/isye.
            Benefits
            
            
            Working at the University
            
            At the University of Minnesota, you'll find a flexible work environment and supportive colleagues who are interested in lifelong learning. We prioritize work-life balance, allowing you to invest in the future of your career and in your life outside of work.
            
            The University also 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
            • 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)
            • Financial counseling services
            • Employee Assistance Program with eight sessions of counseling at no cost
            • with free or reduced rates in the Twin Cities metro areaPlease visit the for more information regarding benefits.
              How To Apply
              
              
              Applications must be submitted online through UMN Jobs. To be considered for this position, please click the Apply button and follow the instructions. You will be given the opportunity to complete an online application and attach the following application materials for this position:
            • Cover Letter
            • Resume
            • Contact information for three (3) professional references. References will only be contacted for finalists. Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.Preference will be given to applications received by October 1, 2024, although the position will remain open until filled. Questions about this position can be sent to To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-8647.
              Diversity
              
              
              The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U:
              Employment Requirements
              
              
              Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.
              About the U of M
              
              
              The University of Minnesota, Twin Cities (UMTC)The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.At the University of Minnesota, we are proud to be recognized by the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of America's Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019, 2022).
              

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