ATP-Bio Administrative Analyst

Working Title: ATP-Bio Administrative Associate
ATP-Bio salary range: $80,000 - $88,000

This is a temporary position with effective dates of June 15 - December 31, 2026.

Location: Twin Cities
Job Family: Administrative
Full/Part-Time: Full-time
Regular/Temporary: Temporary
Job Code: 8208A3
Employee Class: Civil Service

Job Responsibilities and Duties

The ATP-Bio Administrative Associate provides high-level operational, administrative, and project coordination for a large NSF-funded, multi-institutional research center. This position independently oversees complex administrative processes, coordinates center-wide activities, and serves as a key liaison among Center leadership, faculty, staff, students, university offices, and external partners.
The position operates with a high degree of independence in coordinating administrative operations, prioritizing workflows, managing reporting timelines, and resolving operational issues. The Administrative Associate exercises discretion and judgment in coordinating activities across multiple institutional partners and stakeholders.
Working closely with the Administrative Director, the position supports and executes Center operations, sponsor reporting, communications, events, and organizational systems necessary for effective administration and compliance with federal, university, and sponsor requirements.

Key Responsibilities

Annual Reporting & Administrative Coordination - 50%

• Independently coordinate the Center's annual NSF reporting process and site visit preparation activities across multiple institutions and stakeholder groups
• Interpret and apply sponsor, university, and Center administrative policies and procedures to support compliant reporting activities and site visit planning
• Develop and manage detailed reporting timelines, deliverable tracking systems, and submission schedules
• Serve as the primary administrative liaison for collection and coordination of report materials from faculty, staff, students, and partner institutions
• Coordinate validation, organization, and maintenance of research, personnel, and institutional data for sponsor reporting, compliance, and operational tracking
• Maintain reporting databases and systems, including ERCWeb and internal tracking tools
• Compile and organize tables, figures, appendices, and supporting documentation for sponsor deliverables and site visit materials
• Monitor progress toward reporting deadlines and proactively resolve administrative bottlenecks, compliance issues, and submission challenges
• Coordinate sponsor compliance activities related to reporting requirements, documentation standards, and site visit preparation
• Maintain audit-ready records and documentation supporting sponsor compliance requirements and administrative reviews

Events, Programs & Logistics Coordination 20%

• Partner with the ATP-Bio Communications Manager in planning and coordinating Center events, programs, and engagement activities, including annual meetings, NSF site visits, workshops, and webinar series
• Contribute to development of event strategies, operational priorities, and engagement approaches aligned with Center goals and sponsor expectations
• Coordinate operational planning, administrative processes, and cross-functional logistics supporting Center events and programs
• Manage complex scheduling and coordination across multiple stakeholder groups, partner institutions, university offices, and external collaborators
• Serve as an administrative liaison between Center leadership, facilities staff, vendors, and external partners to support effective event execution
• Monitor event expenditures and coordinate budget tracking activities related to Center events and programs
• Coordinate travel planning, venue logistics, catering, audiovisual support, and related operational activities supporting Center events
• Support communication and information-sharing workflows related to event planning, stakeholder engagement, and program coordination

Communications & Engagement 10%

• Partner with the ATP-Bio Communications Manager to support implementation of Center communications and engagement strategies
• Contribute to development of communication approaches, outreach priorities, and engagement initiatives aligned with Center goals
• Coordinate administrative and operational activities related to websites, newsletters, social media communications, and promotional materials
• Support consistent Center branding, messaging, and information dissemination across internal and external platforms
• Coordinate communication workflows and information-sharing among Center leadership, faculty, staff, students, and external partners
• Support outreach and engagement activities, including public-facing events, workshops, and stakeholder communications

Special Functions and Strategic Initiatives 10%

• Coordinate administrative and operational support for convergent research pillar activities (data management, ITA meetings, etc.)
• Identify and recommend opportunities to improve administrative workflows, systems, and operational processes
• Support implementation of systems and process improvements to enhance operational efficiency and reporting effectiveness
• Coordinate special projects and strategic initiatives as assigned by the Administrative Director

Operations & Administrative Coordination - 10%

• Coordinate implementation of center policies, procedures, and standard operating practices across multiple institutions, stakeholder groups, and Center activities
• Maintain organizational systems supporting shared documentation, communications, and administrative workflows
• Coordinate tracking and maintenance of center membership, personnel records, listservs, and organizational data
• Coordinate administrative support activities for leadership meetings, committees, governance functions, and Center initiatives

Key Competencies

• Project management skillsets and tools
• Commitment towards execution, and timely completion
• Attention to detail and accuracy
• Strong interpersonal and collaboration skills
• Problem-solving and adaptability in a fast-paced environment
• Ability to work independently while supporting a larger team

Reporting Structure
This position reports directly to the Administrative Director and works closely with Center leadership, faculty, staff, students, and external partners.

Required Qualifications

• Bachelor's degree in business administration, public administration, communications, higher education administration, or related field plus at least four years of related experience; or a combination of education and relevant experience to equal at least eight years
• Four years of progressively responsible administrative, operational, or program coordination experience
• Demonstrated experience coordinating complex projects, schedules, or administrative operations involving multiple stakeholders
• Strong organizational and project coordination skills with the ability to independently manage competing priorities and deadlines
• Excellent written and verbal communication skills
• Experience working with databases, reporting systems, or administrative tracking tools
• Demonstrated proficiency with Microsoft Office and/or Google Workspace applications

Preferred Qualifications

• Experience supporting federally funded projects (e.g., NSF or similar agencies)
• Familiarity with higher education or research environments
• Experience with reporting systems, data tracking, and project management tools or concepts
• Basic understanding of grant administration and compliance requirement

The mission of the NSF Center for Advanced Technologies for the Preservation of Biological Systems (ATP-Bio) is to make transformative discoveries, train a next-gen workforce, and connect resources and partnerships to ethically translate technologies for storage and distribution of living biological systems. ATP-Bio's vision is to stop biological time allowing living products to be readily available across the globe to advance healthcare, biodiversity, and food supply and sustainability.

Pay Range: $80,000 - $88,000 per year; depending on education/qualifications/experience

Time Appointment: 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

While our salary ranges provide a framework, it is important to note that most of the
time, the initial pay may not reach the maximum of the range. This approach ensures
that compensation reflects the value and unique contributions of each candidate while
maintaining equity within our organization. As part of our commitment to fair and
equitable compensation, please be aware that the salary offered to incoming candidates
will be based on their individual credentials and experience.

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

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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.

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