Position Overview The Administrative Program Specialist will manage administrative projects in the Office of Teacher Education (OTE) which supports numerous, complex teacher licensure program areas in the College of Education and Human Development (CEHD), the School of Music in the College of Liberal Arts and the Agricultural Education in the College of Food, Agricultural and Natural Resource Sciences. Additionally, the project specialist will manage various academic and business functions within the Office of Teacher Education and the College.
The incumbent will apply technical skill, knowledge of organization policies and practices, and understanding of the teacher education programs to work with the Director of OTE and independently complete projects, contribute to program continuous improvement, identify challenges, and recommend solutions. This position exercises independent judgment and discretion on projects in consultation with OTE’s Director while working collaboratively with team members on assigned projects. This position reports to the Director of the Office of Teacher Education.
The University of Minnesota encourages a healthy work life balance for employees. CEHD is committed to an excellent employee experience, offering a flexible work environment that meets the needs of students, staff, faculty, and the communities we serve. Flexible work arrangements may include flexibility in schedule and/or work location. All UMN employees are expected to follow applicable public health and safety procedures.
Administrative Project Coordination (65%)
â— Provide administrative project coordination for the Office of Education (OTE); provide support and coordination with the Director of OTE, colleagues, and school partners. â— Evaluate the effectiveness of administrative functions and processes; make recommendations for improvement (e.g., identify potential vendors and software/ applications, meet with stakeholders regarding policy and process for system implementation, develop timeline and implement new applications/process). â— Independently plan and execute administrative projects, such as: auditing scholarship processing for new teaching candidates; communicating deadlines to students and department staff; and ensuring compliance with state licensing application requirements. â— Create, implement, and/or modify data for support materials, and program records. â— Perform data collection, analysis and reporting tasks following a pre-established timeline. â— Provide project coordination and administrative support to the CEHD teacher education scholarships and the MOHE funded grants/scholarships work in collaboration with OTE’s Compliance Officer and relevant agencies including the CEHD academic departments, the CEHD finance office, the University Office of Student Finance, and MOHE. The projects include: prepare and manage application documents required by MOHE and the U of M; implement and execute award notices for CEHD scholarships and follow-up communications; compile and submit award disbursement documents to CEHD FSO; and other scholarships related duties as assigned. â— Coordinate the Common Metrics project, including:
Manage communication to support the Accountability Analyst in OTE with collecting data for the Common Metrics annually (Entry Survey, Exit Survey, Transition to Teaching Survey, Employer Surveys and Graduate Surveys).
Serve as lead contact with UMN external sales to create vendor profiles and address any billing inquiries. Ensure Office of the Controller protocols and business processes are followed (e.g. W9s, data security, etc.)
Manage Common Metrics annual membership with institutions across the nation and retention processes including invoicing structure based on institution size, member approval communication, data sharing agreement compliance in collaboration with the Accountability Analyst, access to website and secure data folders. Maintain the Common Metrics membership list.
â— Create surveys, enter data, run reports and audit data in Qualtrics and other systems as assigned. â— Manage data entry and run reports with OTE’s Clinical Partnerships team to ensure data integrity in the Teacher Education Management System (TEMS), which includes meeting with clinical coordinators and overseeing OTE’s student worker projects in TEMS. â— Engage in independent problem solving related to managing the clinical stipend process within established timelines, working with the Clinical Coordinators and Financial Services in CEHD to complete required paperwork for biannual payments according to district agreements. â— Audit enrollment data, prepare reports and manage the process with an external vendor according to University protocol to ensure edTPA vouchers are purchased and available to students each fall and spring term. â— Assist the Director with managing grants awarded to the Office of Education or to the Dean’s office that are specific to effort in teacher education. â— Create agreements according to University protocols, review external agreements for accuracy, resolve discrepancies and ensure payment is made according to the agreement. â— Assign data entry and auditing tasks to undergraduate student worker(s) and monitor progress and accuracy in their projects.
â— Create, coordinate, edit and disseminate accurate and timely project/program communications such as: internal and external correspondence, manuals/handbooks, special event invitations, flyers and posters, evites, newsletters, program materials and staff calendars. â— Manage OTE’s web sites and ensure that the site is current by initiating updates as needed. â— Set up and host Zoom meetings, as assigned, for workgroups and events planned by OTE with stakeholders. â— Manage communication and collection to ensure university-school district affiliation agreements with changes approved by the Office of General Counsel, as well as school district lawyers prior to reapproval. â— Manage automated scholarship notification and acceptance process via Qualtrics. â— Communicate with Financial Services and triage inquiries from One Stop Student Services as they relate to CEHD MEd ILP Scholarship and Grant funding, in coordination with the Licensure Compliance Officer. â— Establish and plan annual Office of Teacher Education communications calendar, implement projects on the calendar according to timeline, complete ad hoc updates of projects and timelines in consultation with OTE staff. â— Communicate with cooperating teachers, on behalf of the Clinical team, to ensure they complete the required stipend survey by the established deadline. â— Maintain OTE’s contact lists and other teacher education contact database as assigned. â— Organize team effort and make calls to alumni, school principals and others as required to improve response rates on surveys. â— Serve as initial contact for inquiries from school partners, alumni, other departments (e.g., Controller’s Office, University Accounts Receivable, Office of Risk Management and external constituents such as school administrators, school district staff, teachers, and PELSB staff. â— Along with support from the Scholarship Team in OTE, prepare scholarship upload files for posting to student accounts for all MEd ILP Scholarship funds. Synthesize data from the Scholarship Tracking and Reporting system, Donor Management System, Qualtrics acceptance form, and other sources to prepare upload files. â— Handle complex and confidential or sensitive interpersonal communications.
Unit Support (10%)
â— Create, implement, and/or modify server/cloud-based information repositories for OTE as needed by colleagues in OTE for Qualtrics survey reports, financial summaries, professional development offerings and/or events. â— Manage the mail and other general office upkeep as assigned. â— Supervise student workers. â— Assist director to organize, communicate, schedule, and facilitate events/meetings with stakeholders. â— Manage office equipment; order maintenance as needed and make recommendations for equipment upgrades and changes for OTE team members. â— Triage inquiries to email@example.com account.
Required â— Bachelor’s degree or a combination of education and experience equivalent to four (4) years â— Demonstrated ability to learn new software or technology to support business processes â— Evidence of excellent written and oral communication skills â— Ability to collaborate effectively with people from a variety of communities, backgrounds, and identities.
Preferred â— 2+ years of experience in administration, project management, data management, or equivalent â— Proven success in complex environments with changing contexts â— Evidence of improving efficiencies and processes with colleagues on shared projects â— Knowledge or experience with teacher licensure (or other professional) programs â— Demonstrated ability to manage surveys and related communication â— Ability to manage multiple projects at once â— High attention to detail
The University of Minnesota, founded in the belief that all people are enriched by understanding, is dedicated to the advancement of learning and the search for truth; to the sharing of this knowledge through education for a diverse community; and to the application of this knowledge to benefit the people of the state, the nation, and the world.