Industrial and Systems Engineering Chief of Staff (# 364557)

University of Minnesota

Full-time - Mid Level

Educational Services

About the position

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. This role is pivotal in managing the department's operations, finances, human resources, and facilities, working closely with department leadership to pursue strategic growth. The Chief of Staff will serve as an advisor to the department head and act as a liaison to the College of Science and Engineering Dean's office on all financial, operational, and human resource matters. This position requires a diligent leader with excellent communication and interpersonal skills, as well as outstanding analytical capabilities to foresee the implications of various operational, tactical, and strategic decisions. The Chief of Staff will supervise five other staff members who are responsible for functions such as student services, marketing and communications, purchasing, accounting, and faculty affairs. The role offers independence in supervising administrative staff and executing special requests and projects initiated by the department head. A thorough knowledge of relevant university, state, and federal policies is essential, along with experience in budget management and the ability to interpret complex questions from faculty, staff, and students. The individual should be able to earn the trust and respect of multiple stakeholders and work seamlessly with diverse faculty, staff, and students. A passion for continuous improvements to enhance operational efficiency is highly valued. The responsibilities of the Chief of Staff are distributed across operations and finance (60%), human resources (30%), facilities (5%), and miscellaneous duties (5%). This includes overseeing the departmental budget, managing staff meetings, coordinating human resource processes, and ensuring a safe environment for all department members. The position is set to start at the beginning of the Spring 2025 semester, making it an exciting opportunity for the right candidate.

Responsibilities

• 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.
• 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.
• 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.
• 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.

Requirements

• 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.

Nice-to-haves

• 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.

Benefits

• 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