Administrative Specialist for Academic Affairs

Administrative Specialist for Academic Affairs

This position works in-person in Rochester, MN. This role is not eligible for H-1B or Green Card sponsorship.

The Administrative Specialist for Academic Affairs is the first level professional responsible for implementing general operations for the singular academic unit of the University of Minnesota Rochester: The Center for Learning Innovation. The Administrative Specialist for Academic Affairs will provide administrative support to faculty and staff who work with the BSHS (Bachelor of Science in Health Sciences) and BSHP (Bachelor of Science in Health Professions) degree programs. As a vital member of the Center for Learning Innovation (CLI) administrative team, their work involves collaboration and coordination with multiple units across campus and the system, including budget and finance, human resources, procurement, facilities management, communications, outreach, events/conferences, and faculty affairs. The role requires an in-depth understanding of major initiatives, programs, and issues impacting UMR and expertise in university administration to support the ongoing growth and development of the faculty and student body at UMR.

Duties/Responsibilities
Administrative: 75%

• Provide general administration and operations to support projects for the CLI and affiliated faculty as directed by the Administrative Director and the Department Chair
• Build and maintain relationships with other units across the campus and system-wide to effectively collaborate on a wide range of responsibilities, including budget and finance, human resources (e.g onboarding, undergraduate academic assistant (UAA) student worker hiring and management), procurement (P-Card reconciliation, supply ordering, more), facilities management (class room scheduling, identifying needs/issues with rooms/spaces), communications, outreach, and events/conferences.
• Support and maintain academic processes (course scheduling and rooming, permissioning, etc.)
• Develop, implement, and oversee operational workflows, and/or provide end-to-end oversight of program or project execution, in collaboration with multiple units
• Maintain important documentation (e.g. Google Sites, minutes, syllabi, other records)
• Communicate with students, faculty, and staff to execute day to day operations within academic affairs
• Serve as a subject-matter expert for the department and resolve complex issues, including such areas as waitlist management, Capstone processes, and more.
• Organize meetings, retreats, workshops, and visits (room reservations, directions, transportation, lodging, meals, beverages, etc.
• Establish and follow protocols for high-quality engagement with students and faculty
• Follow FERPA guidelines, university policy and office procedures, using professional judgment and individual discretion in issues involving minimal supervisory guidance
• Demonstrate organizational agility in managing fluctuating priorities and evolving administrative demands inherent in our rapidly expanding academic unit.
• Exercise delegated authority or decision-making related to significant processes (e.g. course scheduling, student enrollment) with a high-level impact on academic affairs.

Financial duties: 15%

• Manage multiple program budgets (UAA, lab expenditures, overall departmental), including monitoring expenditures, forecasting, and reviewing financial reports
• Assist faculty and staff with conference registrations, membership renewals, travel authorizations and travel expense reports
• Support event logistics, including ordering, room set-up, and other event preparation
• Reconcile PCard transactions for various purchases for the Center for Learning Innovation
• Purchase supplies for the unit and faculty needs, as well as assist with technology acquisitions

Other duties and special projects: 5%

• Work on projects in support of the CLI, MCSHS, and the UMR community
• Serve on committees as needed, which may include search committees or other participation in other committees that contribute to campus success

Development: 5%

• Obtain and maintain necessary UMN systems trainings
• Pursue additional training & professional development when identified by self and/or immediate supervisor or needs expressed by faculty
  

Required qualifications

• Bachelor's degree or combination of related education and work experience to equal four years.
• Applies knowledge and skill to a recurring task or activity with emphasis typically on precision and timeliness of execution.

Preferred qualifications

• Higher education experience
• Experience in Google applications (including Calendar, Documents, Sheets, Forms, and Sites)

The successful candidate will possess:

• Ability to prioritize and multi-task successfully in a complex, fast paced environment
• Excellent interpersonal skills, with the ability to work and interact professionally, energetically, and personably with a wide range of people (eg: students, faculty, and staff; cultural and ethnic diversity)
• Previous customer service experience
• Proficiency with computers and the internet (including web based applications)
• Experience handling confidential material
• Exceptional organizational and time management skills and attention to detail
• Exemplary communications skills
• Proven experience exercising initiative, decision-making, and self-discipline

Pay Range: $46,000 - $56,000 annually, ($22.11 - $33.33 per hour) depending on education/qualifications/experience

Time Appointment: 100% Appointment

Position Type: Civil-Service & Non-Faculty Labor Represented Staff

Please visit the Office of Human Resources website for more information regarding benefit eligibility.

The University offers a comprehensive benefits package that includes:

• The University 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 Regents Tuition Benefit Program
• 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) opportunity
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost

Applications must be submitted online. 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 for the position and attach a cover letter and resume.

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.

To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-8647.

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: http://diversity.umn.edu

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.

The University of Minnesota Rochester (UMR)

The University of Minnesota Rochester (UMR), located in downtown Rochester, serves nearly 1,200 students and recently welcomed its largest class ever in fall 2025. Faculty and staff are dedicated to innovative education, student development and applying research to enhance learning every day. With a strong focus on health sciences and student-centered learning, UMR partners closely with Mayo Clinic and emphasizes research-driven teaching to meet the evolving demands of the health care industry.

At the University of Minnesota Rochester, our vision is to transform higher education through innovations that empower graduates to solve the grand health challenges of the twenty-first century. UMR prepares students for a broad spectrum of career pathways including pre-med and patient care; psychology and mental health; business and leadership; health technology; public policy and global health; and research, discovery, and cures.

The campus community serves almost 1,000 undergraduate and graduate students in the heart of downtown Rochester and continues to grow in size and influence through creative partnerships. At UMR, relationships and research drive student success. Learn more about UMR.

The University of Minnesota is 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, 2022-24).