Office Admin Service Supervisor- Department of Psychology

About The JobPriority Deadline Note: The application review will begin on 5/27/2026This is a 12-month, full time continuing Civil Service staff position.Salary range: $24.00- $26.50 per hourThe Office/Administrative Services Supervisor is responsible for overseeing the daily operations of the Department of Psychology. This role provides administrative support to the department head and faculty while also supervising support staff. The department consists of 22 faculty members and 2 staff members. The key duties and responsibilities of this position are outlined below.Job DutiesBudget and Finance (25%)Maintain, monitor, and reconcile departmental budgets;Prepare monthly summary balance statements for all departmental accounts, including SE&E, faculty start-up funds, faculty grants, travel grants, technology grants, undergraduate research grants, Chancellor’s Small Grants, Grant-in-Aid, research grants, and sponsored projects;Reconcile monthly procurement card (P-card) transactions;Review biweekly payroll reports for accuracy and compliance;Submit TDX tickets for new vendor, check requests, and requisitions;Process travel and expense reports, as well as student UROP payments;Receive and verify purchases within the Enterprise Financial System (EFS);Collaborate directly with the collegiate administrative manager on financial and payroll matters.Scheduling, Workload, and Course Access (25%)Collaborate with the department head, associate dean, and administrative manager to prepare the annual course access request;Generate reports and projections for the department head regarding the number of tenure, tenure-track, and term faculty positions required to support academic programs;Monitor and track faculty workload to ensure appropriate distribution and compliance;Schedule courses and submit classroom requests through PeopleSoft HRMS;Serve as the primary liaison to the Registrar’s Office.Office Management (20%)Collaborate closely with the department head to ensure adherence to collegiate and campus deadlines;Schedule and coordinate faculty meetings;Attend departmental and staff meetings;Provide daily support to faculty and students by addressing questions and concerns;Maintain and service office copy machines;Procure supplies necessary for the efficient operation of the department and its laboratories;Maintain and organize departmental files and archives;Compose and prepare correspondence, forms, orders, and other documents as needed;Stay current on applicable policies, procedures, and administrative requirements;Participate in training related to systems and procedures (e.g., PeopleSoft, PEAK);Perform other duties as assigned.Student Support (10%)Process background checks for internship courses;Monitor course waitlists and assist with student scheduling needs;Support faculty and students with the administration of incomplete grades;Manage contracts for 39xx-level courses;Coordinate planning and logistics for the Psychology Banquet;Assist with the organization of the TPUP Conference.Supervision of Staff (10%)Lead the hiring process for departmental support staff;Manage employee performance, including conducting probationary and annual evaluations;Train and orient new employees to departmental procedures and expectations;Oversee workload distribution and assignments, ensuring timely completion and follow-through;Meet regularly with support staff to review priorities and ongoing tasks;Coordinate with the department head and Director of Graduate Studies to align staffing priorities with departmental needs;Keep the department head informed of support staff activities and performance.Search Process and Hiring (5%)Provide administrative support to faculty search committees throughout the hiring process;Process new employee hiring documentation in accordance with institutional policies;Prepare and compile required documentation for entry into PeopleSoft HRMS.Technology (5%)Maintain and update the department’s technology inventory;Coordinate with the collegiate technology professional to support and manage the department’s two computer labs.Visa Language: Please note, this position is not eligible for H-1B or Green Card sponsorship. This position does not offer a STEM OPT training program.In-person work environment.QualificationsRequired QualificationsAssociate’s degree in business administration, finance/accounting, human resources, or a highly related field and relevant administrative experience totaling at least 4 years; ORBachelor’s degree (BA/BS) in business administration, finance/accounting, human resources or a highly related field and relevant administrative experience totaling at 2 years; ORAdministrative experience totaling at least 5 years.Preferred QualificationsExcellent written and verbal communication skillsAbility to collaborate and build relationships with a wide range of people who have different backgrounds, perspectives, roles, or interestsDemonstrated initiative and ability to work independentlyStrong organizational skills, including the ability to prioritize tasks and meet deadlinesDetail-oriented, organized, and thorough in completing workAdaptable to uncertainty, complexity, and changes in work processesExperience supervising one or more employees, with a demonstrated ability to manage staff by providing training, delivering feedback, and monitoring performance.Experience using G Suite applications (e.g., Gmail, Google Calendar, Google Drive);Proficiency in Microsoft Excel and Word;Knowledge of basic accounting principles and practices.Pay And BenefitsPay Range: $24.00- $26.50 per hour ; depending on education/qualifications/experienceTime Appointment: 100% AppointmentPosition Type: Civil-Service & Non-Faculty Labor Represented StaffPlease 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 While our salary ranges provide a framework, it is important to note that most of thetime, the initial pay may not reach the maximum of the range. This approach ensuresthat compensation reflects the value and unique contributions of each candidate whilemaintaining equity within our organization. As part of our commitment to fair andequitable compensation, please be aware that the salary offered to incoming candidateswill be based on their individual credentials and experience.How To ApplyApplications 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.Completed Applications Must Include The Following Resume Cover Letter Three professional references will be requested from finalists. The position will remain open until filled. For inquiries, please contact Alexandra Luong at aluong@d.umn.edu.To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-8647. Diversity 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.eduEmployment RequirementsAny 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.About University Of MinnesotaUniversity of Minnesota, Duluth (UMD)The University of Minnesota, Duluth (UMD) consistently ranks among the top Midwestern, regional universities in U.S. News and World Report's "America's Best Colleges" issue.Overlooking Lake Superior, UMD provides an alternative to both large research and small liberal arts environments and attracts students looking for a personalized learning experience on a medium-sized campus of a major university. A firm liberal arts foundation anchors a variety of traditional degree programs, as well as professional and graduate students that draw on UMD's many research institutes and labs.At the University of Minnesota, we are proud to be recognized by Forbes as a Best Employer for Company Culture (2026), Best Employer for Women (2023), and Best Employer by State (2022-2026). In 2026, we also received Culture Excellence & Industry Awards recognition for employee appreciation and work-life flexibility.