Operations Coordinator, Family, Health & Wellbeing Administration

Working Title: Operations Coordinator, Family, Health & Wellbeing Administration

Appointment: Full-time, Administrative Associate 1 (8208A1], Civil Service

Extension Area: Department of Family, Health & Wellbeing (FHW)

Office Location: St. Paul Campus, Coffey Hall; with some hybrid options

Estimated Salary: $24.00 - 29.50/hour; Depending on qualifications

Application Deadline: December 29, 2024

ABOUT THE POSITION

The Operations Coordinator plays a vital role in helping to develop, implement, manage, and improve upon key operational processes within the Department of Family, Health, and Wellbeing. The department serves 125 staff members statewide, and collaborates with hundreds of community partners across all 87 counties. This position focuses on process improvements to operating procedures, inventory tracking, and maintaining efficient administrative workflows of department operations and the programs that serve 100,000 low income and underserved community members in any given year. The role requires strong organizational, communication, and problem-solving skills to ensure smooth day-to-day operations and successful event execution. Working closely with the Operations Director, the Operations Coordinator will be a key point of contact for those who provide programming across the state, and will also contribute to the department's overall effectiveness and efficiency.

RESPONSIBILITIES

Operational & Program Support (65%)

Responsible for the Coordination, Implementation, Reporting, and Process Improvements for:

• Translation and interpretation services requests, vendors, payments
• Departmental administrative support requests
• Gift cards and incentives programs
• Work with staff to establish small businesses as suppliers and maintain relevant supplier lists.
• Coordinate the use of meeting space & conference rooms via Astra and Google calendar for events

Assist the Operations Director with and play a lead role in:

• Drafting and maintaining approved internal templates/forms for tracking.
• Data entry, report formatting, and table creation.
• Coordinating schedules and ensuring work coverage and backup support.
• Logistics for office moves.
• Purchasing responsibilities including maintaining a Purchasing Card, preparing purchase orders, requesting check payments, and assisting with expense reimbursements.
• Serve as a resource for staff on Travel Card processing and reconciliation.
• Support revisions and updates of program resources, ensuring alignment with department needs.
• Monitoring and updating systems and files to ensure operational effectiveness.
• Assist in tracking professional development for the department.

Event Management (35%)

• Organize event logistics within budget parameters, including an annual showcase and community events.
• Handle contract/agreements and coordinate payments with vendors such as facilities, caterers, A/V providers, and other relevant personnel.
• Assign roles, delegate tasks, and provide on-site support to ensure event success.
• Collaborate with staff to identify suitable community spaces for events and educational programming.
• Gather and track event assessments to identify improvements for future programming.
• Establish and maintain an event management process for the department to enhance efficiency and consistency.
• Other duties as assigned.

Required Qualifications:

• Four years of relevant experience in program and operational support, event management, or a related field. Coursework in a related field may substitute for some years of experience.
• Demonstrated ability to coordinate and manage complex administrative processes.
• Experience in data entry, report formatting, and the creation of tracking templates.
• Proficient in using database systems and scheduling tools such as Google Calendar and Astra.
• Lead worker experience
• Proven experience in planning and executing events, including negotiating contracts, coordinating logistics within budget constraints, and assigning roles for successful event delivery.
• Experience with budget management.
• Excellent written and verbal communication skills,
• Ability to proactively identify and resolve operational and event-related issues, ensuring systems run smoothly and efficiently.
• Exceptional organizational experience to manage multiple tasks, prioritize responsibilities, and meet deadlines in a fast-paced environment.
• Demonstrated capacity to work collaboratively, coordinating work schedules and participating in training opportunities to support overall department functions.
• Advance experience with Microsoft and Google suite applications

Additional Requirements:

• Valid driver's license and own means of transportation with required liability insurance.
• Must be able to work regularly at a dedicated/assigned Extension office.
• When not in the assigned office location, employees must be reachable with a mobile number at the employee's own expense. That number will be published in the Extension staff directory.
• Must have reliable internet if/when working outside of assigned office location.
• Ability to maintain a flexible work schedule, including occasional evening or weekend work with occasional overnight stays.
• Ability to lift and carry up to 30 pounds (on occasion)
• This position is not eligible for employment visa sponsorship

Preferred Qualifications:

• Experience working with diverse team members in higher education setting
• Project coordination experience
• Prior University of MN work experience with knowledge of the Extension and University policies and procedures
• Experience with Enterprise Financial System
• Experience with Chrome River software
• Experience with business travel planning

ABOUT THE DEPARTMENT AND EXTENSION

The Department of Family, Health and Wellbeing helps families make informed decisions leading to better health, financial security, and wellbeing. We accomplish this by developing, delivering and evaluating credible, relevant and research-based education; working closely with others across Minnesota to build the strengths of individuals and families of all ages, ethnicities and backgrounds; conducting and collaborating on research projects; recruiting and retaining expert faculty and staff passionate about families and their success; increasing the understanding of our work among key stakeholders; securing resources to sustain and grow programs that meet emerging needs and support strategic priorities. Extension Department of Family, Health and Wellbeing programs currently focus on family relations, family resource management, and health and nutrition, with special effort in the areas of families in transition, building healthy and strong families, and preparing for an aging Minnesota.

University of Minnesota Extension is a major outreach arm of the University of Minnesota with a mission to serve the public through applied research and education. Our mission is to make a difference by connecting community needs and University resources to address critical issues in Minnesota. Extension strives to attract and retain high-quality, passionate employees, and weave diversity, equity and inclusion into all aspects of Extension's programming and employee engagement. Find further information on the Extension website.

Pay Range: $24.00 - 29.50/hour; depending on education/qualifications/experience

Time Appointment: 100% Appointment

Position Type: Civil-Service

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

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
• Employee Transit Pass with free or reduced rates in the Twin Cities metro area

Applications must be submitted online. To be considered for this position, please click on the Apply button and follow the instructions. You will be given the opportunity to complete an online application for the position. Please attach the following required application materials:

1. Cover letter
2. Resume - Your resume must include all your education and experience as it relates to the required qualifications. The initial HR screening process focuses primarily on the resume.

Names and contact information for three professional references including at least one supervisor, will be required during the interview process.

Additional documents may be attached after the application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section. See full application instructions.

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

For questions about this position contact:

Evelyn Juliussen, Operations Director, FHW, ejuliuss@umn.edu.

The University of Minnesota and Extension recognize and value 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, 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).