Administrative Associate 1

All required qualifications must be included in the application materials

Summary:

The Academic & Operations Coordinator provides high-level administrative, academic, and operational support across the BioGen Center, which encompasses the Departments of Genetics, Cell Biology, Development (GCD) and Biochemistry, Molecular Biology, and Biophysics (BMBB). This position plays a pivotal role in ensuring efficient departmental operations, coordinating academic programs, and supporting faculty, staff, and students. The role requires exceptional organizational skills, strong communication, and the ability to balance academic coordination with executive-level administrative support in a dynamic, multi-departmental environment.

Duties and Responsibilities

1. Academic Program Coordination (40%)

• Coordinate undergraduate program logistics for BioGen, including course scheduling, classroom reservations, and permission numbers..
• Track enrollment caps, issue permission numbers, monitor waitlists, prerequisites, and cross-listings in coordination with the Director of Operations and Associate Head.
• Maintain syllabi repositories, calendars, and program handbook
• Serve as primary contact for faculty on course logistics
• Manage course/curriculum updates via Coursedog
  
  

2. Department Head & Faculty Support (30%)

• Serve as Assistant to the GCD and BMBB Department Heads, managing calendars, scheduling
  meetings, and document preparation (e.g., Department Head Dashboard).
  
  
• Manage departmental committee documentation
  
  
• Assist with department head reimbursements via Emburse
  
  
• Support for departmental faculty searches

3. BioGen Operations & Event Management (20%)

• Staff the front office suite and order supplies, as needed.
  
  
• Provide project coordination support for the Leadership team.
  
  
• Support departmental and center-wide events such as faculty seminars, the annual DBC Symposium, and other activities
  
  
• Contribute to continuous improvement efforts by analyzing administrative processes and recommending best practices.
  
  

4. Other Administrative Duties (10%)

• Assist with financial processing, including Emburse reimbursements, PCard reconciliation, and expense submissions.
  
  
• Provide training and informal supervision to student workers as needed.
  
  
• Act as backup support to BioGen Operations Team.
  
  
• Participate in cross-functional initiatives and other duties as assigned.
  
  

All required qualifications must be included in the application materials

Required Qualifications

• BA/BS or a combination of education and related experience totaling at least four years.
  
  
• Strong proficiency in Google Workspace, Microsoft Office, and video conferencing tools
  
  
• Excellent organizational, interpersonal, and communication skills with the ability to work independently managing competing priorities
  
  

Preferred Qualifications

• Experience in higher education administration or academic program coordination.
  
  
• Familiarity with UMN systems (CourseDog, EFS/PeopleSoft, HRIS, XTrain) and academic processes.
  
  
• Experience supporting faculty searches and academic leadership.
  
  
• Skills in Canva, Adobe Creative Cloud, Drupal/web content, and communication tools.
  
  

Strong customer service orientation and ability to work collaboratively in a team environment.

BMBB:

The department of Biochemistry, Molecular Biology and Biophysics is committed to understanding the molecular mechanisms of metabolic diseases and cancer; developing novel strategies in biocatalysis and biotechnology; and advancing knowledge through structural biology and molecular biophysics. We organize ourselves into research divisions with emphases on Chemical and Structural Biology, Metabolic and Systems Biology, Molecular Biology and Synthetic Biology and Biotechnology. We are housed in new buildings with state-of-the-art research and support facilities.

Pay Range: $55,000 - $70,000; depending on education/qualifications/experience

Time Appointment Category: 75%-100% Appointment (If job description above does not specify appointment or expected weekly hours, assume a 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:

• 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 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, 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).