Administrative Operations Specialist

Required Qualifications

• BA/BS degree with at least two years of related experience or a combination of education and related work experience equal to six years.
• Demonstrated relational skills, involving collaboration, teamwork, and consultation.
• Consistent communication skills, both written and verba.
• Experience working independently using strong organizational skills, including managing multiple tasks effectively and keeping track of deadlines.
• Proven problem\-solving skills.

Preferred Qualifications

• Four years of experience in coordination of substantive project or program in higher education.
• Familiarity with UMN systems, operations, and human resource policies.
• Systems to include: Qualtrics, Canvas, Survey Monkey.
• Experience working with budgets and contracts.
• Experience in program coordination and leadership.
• Familiarity with child welfare.
• Experience with Google Workspace (Google Drive/Shared Drives).

Position Overview

The Administrative Operations Specialist (Administrative Associate 2, 8208A2\) is a 1\.0 FTE employee at the Multidisciplinary Institute for Child Welfare (MICW), which houses several dynamic research and training entities, including The Center for Advanced Studies in Child Welfare (CASCW), the Minnesota Linking Information for Kids (Minn\-LInK) project, and the Minnesota Child Welfare Training Academy (MNCWTA).

This position provides daily administrative support to the Operations team and the Evaluation and Certification team. Key responsibilities include assisting with human resources processes such as hiring, managing time approvals for approximately 40 temporary and casual employees, and coordinating onboarding and offboarding with the MICW Operations Manager and Department of Children, Youth, and Families (DCYF) administrative staff. The role also collaborates closely with the Evaluation and Certification team to facilitate survey distribution and support the certification process. Success in this position requires strong attention to detail, knowledge of project management practices, familiarity with HR procedures, and the ability to communicate effectively across multidisciplinary teams.

This position will report to the Operations Manager in MICW and will be provided with task supervision by the Evaluation and Certification Supervisor at the MNCWTA. The person hired for this role will be located off campus at the Minnesota Child Welfare Training Academy, which is in Roseville, just two miles north of the St. Paul Campus.

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. Please note that 100% remote work requires approval prior to offer.

Job Responsibilities

Evaluation and Certification Team Support (40%)

• Provide administrative support to the team.
• Develop systems and tools to improve efficiency in evaluation and certification administration.
• Maintain ongoing tracking of evaluation and certification activities, including proposals, awards, compliance requirements, staff training, and development requests.
• Assist in the management and posting of announcements for learner cohorts.

Community Trainer Support (20%)

• Maintain records for temporary and casual appointments in coordination with MICW Operations Manager.
• Track spending against the budget and summarize trends to inform staffing decisions and departmental needs.
• Prepare quarterly financial reports to support contract\-year fiscal oversight.
• Review and approve timesheets and travel expenses in line with organizational policies, providing guidance as needed.
• Maintain policy materials and resources for trainers and subject matter experts.
• Develop and communicate administrative processes and workflows that align with institutional policies.
• Build and maintain relationships with MNCWTA staff, temp/casual community trainers and subject matter experts.
• Provide general administrative support to MNCWTA staff, temp/casual community trainers and subject matter experts as needed.

HR Support (30%)

• Collaborate with the MICW Operations Manager to resolve personnel issues and manage HR processes.
• Assist in hiring activities by drafting job descriptions, selection criteria, and maintaining search materials.
• Manage job postings in collaboration with SSW HR.
• Serve as liaison regarding recruiting between MNCWTA and the SSW HR team.
• Support hiring managers and search committee chairs through the hiring and onboarding process by reviewing applicants, coordinating onboarding tasks, and communicating with candidates.
• Manage and evaluate onboarding and offboarding processes, materials, and trainings to ensure efficient transitions for all employees in close collaboration with SSW HR.

General Administration (10%)

• Refine administrative processes and policies with Operations Manager and other MNCWTA administrative staff.
• Provide backup support for phones, front desk, and other administrative duties.
• Attend monthly Academy All Staff meetings.
• Attend CASCW, Operations, SSW, and Evaluation and Certification team meetings.
• Participate in weekly supervision.
• Participate in other meetings and/or activities as assigned.

Institute Overview

The Multidisciplinary Institute for Child Welfare (MICW) is a new organizing structure housing several dynamic research and training entities, including The Center for Advanced Studies in Child Welfare (CASCW), the Minnesota Linking Information for Kids (Minn\-LInK) project, and the Minnesota Child Welfare Training Academy (MNCWTA). Each entity is grant\-funded and self\-sustaining. During an early phase of strategic planning for CASCW in 2024, the creation of the MICW emerged as an essential task to continue to support the growth and productivity of these entities while also continuing the mission of the School of Social Work and the College of Education and Human Development as it pertains to continued community service, growth, and innovation.

The Center for Advanced Studies in Child Welfare (CASCW) is a research and training center located within the School of Social Work in the College of Education and Human Development on the St. Paul campus of the University of Minnesota. CASCW supports the education and training of public child welfare professionals; identifies and examines effective child welfare practice methods, informs the public and policy makers about various child welfare issues, and incorporates research and evaluation findings into the School of Social Work curriculum.

Minn\-LInK, an incredibly rich resource within the University and across the state of Minnesota, is an interdisciplinary, integrated, administrative data project used for research and evaluation projects aimed at understanding the experiences and outcomes of children, youth, and families who are multi\-system involved. Minn\-LInK staff provide research services to internal and external partners through grants and agreements.

The MNCWTA is a partnership between the University’s MICW and the MN Department of Children, Youth, and Family (DCYF). The MNCWTA is responsible for the training and professional development of Minnesota’s county and tribal child welfare frontline staff and supervisors. The mission is to train, develop, and support the skills, expertise, and well\-being of Minnesota’s child welfare workforce while nurturing a commitment to equitable child welfare practice.

Department Overview

Founded in 1917 on its Dakota homeland, the School of Social Work at the University of Minnesota – Twin Cities is part of a public, research\-intensive university and one of seven administrative units in the College of Education and Human Development (CEHD). The School offers several graduate and undergraduate educational programs including: a PhD in Social Work; a Master of Social Work; a Master of Education in Youth Development Leadership; a Bachelor of Science in Youth Studies, and undergraduate minors in Family Violence Prevention, Social Justice, and Youth Studies. Underlying all these multidisciplinary programs is a social justice value base and a commitment to the most vulnerable and marginalized populations in our society. The curricula of our educational programs, and faculty research and engagement, intentionally seek to emphasize and expand anti\-racist perspectives, social, economic, and racial justice, and decolonization. The School is the home to a variety of labs and centers that actively involve our students, staff, faculty, and community partners, e.g., the Youth Work Learning Lab, the Center for Advanced Studies in Child Welfare, the Center for Practice Transformation, and the Minnesota Child Welfare Training Academy, an innovative partnership with the Minnesota Department of Human Services that is funded by the state legislature to further develop equitable child welfare practices.

College Overview

The College of Education and Human Development (CEHD), the University's third largest college, contributes to a just and sustainable future through engagement with the local and global communities to enhance human learning and development at all stages of life. We know diversity is necessary to do our best work and foster our humanity. That’s why the CEHD community is collectively dedicated to cultivating an inclusive and equitable environment, embracing and celebrating all identities of our students, staff, and faculty. These values are also a moral imperative requiring continuous proactive measures and a firm stance against prejudice, discrimination, and systemic injustice.

Applications must be submitted online. 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.

The following needs to be included for your application to be considered:

• Cover Letter
• Resume or CV

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.

This position is not eligible for visa sponsorship.

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\).