Administrative Manager

About The Job

The Administrative Manager is a key advisor to the Dean and a central coordinator of administrative operations for the Labovitz School of Business and Economics. The position manages and coordinates college-level faculty and staff personnel processes, financial administration, accreditation reporting, collegiate operations, policy interpretation, and governance support.

This is an on-campus role that requires a consistent presence at the Duluth location. This is a Professional and Administrative 12-month, continuing position.

Duties

• Advise the Dean and college leadership on administrative operations and coordinate cross-functional work with faculty, staff, departments, and campus partners.

• Attend LSBE Administrative Committee meetings and prepare and distribute minutes.

• Support faculty elections and alternate appointments for UMD shared governance positions.

• Work effectively with faculty and staff to understand and address their needs.

• Lead and facilitate specific administrative initiatives that advance the college’s mission and/or operations and align with broader University strategic plans and/or areas of focus.

• Coordinate day-to-day administrative operations and serve as a primary point of contact for college-level operational matters.

• Update and distribute the LSBE Building Emergency Plan; coordinate course scheduling and faculty deployment; complete the annual space audit and inventory in coordination with appropriate campus and departmental contacts; maintain LSBE email aliases and Google Groups; and update administrative intranet content related to finance, human resources, and committee records.

• Serve as project manager and coordinator for key collegiate strategic initiatives. Monitor and summarize progress on the strategic plan as well as on key initiatives in the college-wide strategic plan. Organize workflows and follow through on operational requests to keep college information and processes current.

• Coordinate the annual budget cycle, including preparation and review of budgets, fiscal year-end closeout, and budget summaries for leadership.

• Prepare monthly Bulldog Fund investment reports for Dean review.

• Administer Dean's Travel and Research Fund requests from receipt through approval, tracking, notification, and fund transfer.

• Career draw requests, including year-end draws and PUF distributions; LSBE faculty grant rounds and awards; indirect cost recovery allocations; journal entries; scholarship uploads and spending plans; and departmental supplies, equipment, and expense allocations.

• Provide college-level guidance on purchasing, travel, reimbursement, and other financial procedures, collaborating with accounting, budget, department, and administrative staff as responsibilities require.

• Support the project budgeting and financial/accounting needs (that are not supported by other units on campus) of the Bureau of Business and Economic Research.

• Add and update Academic Record Files; review and approve appointment changes in coordination with payroll and HR staff; prepare faculty and staff award memoranda; generate and secure signed Faculty Information Forms and Faculty Qualifications reports; and prepare overload agreements.

• Career immigration petitions and renewals, prevailing wage determinations, and labor certification recruitment documentation with International Student and Scholar Services and departments.

• Administer the Performance Appraisal Tool process; manage promotion and tenure files, sabbatical and single-semester leave requests, and tenure-track probationary evaluations (Form 25); manage REPA compliance; and interpret applicable collective bargaining agreements, Civil Service rules, and University policies.

• Career AACSB accreditation data and reporting, including the AACSB Salary Survey and the Business School Questionnaire program and finance modules.

• Maintain accurate faculty qualification data in Works, generate regular and ad hoc accreditation reports, and support faculty qualification and compliance review.

• Establish and maintain reliable documentation and data practices so leadership and accreditation stakeholders receive timely, accurate information.

• Serve as a liaison among college leadership, departments, and University service units on finance, human resources, administrative policy, and related transactions.

• Interpret and communicate college and University policies, procedures, and guidelines; direct questions to the appropriate subject-matter office; monitor requests through completion; and help ensure consistent application of requirements across LSBE.

Qualifications

• BA/BS degree plus at least six years of work experience

• Experience in administrative operations, project coordination, financial administration, and/or human resources administration

• Strong analytical, problem-solving, written communication, and spreadsheet/data-management skills

• Exceptional interpersonal skills and the ability to build effective working relationships across an organization while handling confidential information appropriately

Preferred Qualifications

• Undergraduate or graduate degree in a business-related field

• Experience working in a higher education setting, particularly with faculty personnel or college-level administrative processes

• Experience managing multiple detailed processes, records, deadlines, and approvals with a high degree of accuracy

• Experience with annual budgeting, fiscal year-end closeout, financial reporting, fund transfers, grants, scholarships, or foundation accounts

• Experience coordinating HR transactions, performance appraisal, faculty appointment, leave, promotion and tenure, or immigration-related processes

• Experience interpreting collective bargaining agreements, Civil Service rules, or complex institutional policies

• Experience with accreditation data and reporting, particularly AACSB reporting and faculty qualification records

• Experience with enterprise administrative and reporting systems such as PeopleSoft, TDX, Works (Digital Measures), or comparable systems

• Excellent organizational and communication skills, including the ability to prioritize competing deadlines, maintain accurate records, follow transactions through completion, and explain complex financial, policy, or personnel information to non-specialist audiences