Administrative Operations Specialist

Administrative Operations Specialist 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.Qualifications 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 verbal. 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).About the Department: 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.