Operations Coordinator

Bargaining unit consideration begins on 4/14/26 and ends on 4/21/26

• Shift and hours of work (8:30 to 4:30) Monday - Friday

Position Overview
The position provides administrative and operational support for the CFANS Dean's Office Suite, serving as the primary front-office contact while ensuring a professional, organized, and efficient environment. Responsibilities include managing daily office operations, supervising student staff, supporting events, and maintaining office systems and supplies. The role also delivers high-level administrative support to Associate Deans through complex calendar management, travel coordination, and expense processing, requiring strong organization, responsiveness, and attention to detail. In addition, the position contributes to broader administrative functions such as hiring and onboarding support, communications, website updates, and special projects, while providing backup support across the Dean's Office as needed.

This position has regular interaction with University senior administrators, collegiate administrators, faculty, staff, students, and external constituents. Operating with a high degree of independence in managing front-office operations and resolving issues on behalf of leadership, often serving as the first point of triage for complex administrative needs. This position works in-person from the Dean's Office suite in Coffey Hall, reports to the Dean's Chief of Staff, and offers a unique opportunity to work at the center of a dynamic academic leadership team supporting research, teaching, and statewide impact across Minnesota.

Responsibilities
Dean's Office Operations (45%)

• Coordinates the daily functioning of a high-traffic executive office environment.
• Serve as the primary point of contact for all visitors, manage phone and email inquiries while maintaining a welcoming, professional, organized, and confidential front-office environment.
• Open and close the office area daily in a timely manner. Handle all mail and package deliveries; sort and distribute to appropriate places.
• Hire, train, and supervise Dean's Office Suite undergraduate student workers.
• Design and manage student staffing model to extend operational capacity of the Dean's Office.
• Monitor office and kitchen supply levels and order supplies through UMarket and/or via UMN purchasing card; maintain a schedule for cleaning kitchen area.
• Serve as Department Facility Representative (DFR) to provide keycard access for Coffey Hall and designated offices.
• Manage office equipment (ie printers/copiers) in the Dean's Office Suite and work with appropriate vendors on contracts and repairs.
• Manage the Plant Growth Facilities (PGF) Departmental Classroom scheduling process, including scheduling the classrooms for both credit-based courses and events.
• Contribute to shared general office planning and duties.
  

Administrative Support (30%)

• Provide event support, such as reserving rooms, catering, purchasing supplies, and event set-up/breakdown.
• Support hiring efforts such as search and onboarding logistics (ex. building access, office set-up, ordering business cards and name badges. etc).
• Update CFANS intranet pages and websites.
• Provide administrative support to the collegiate committees, as assigned (ex. Collegiate Fees Committee)
• Assist in the creation and editing of presentation materials.
• Draft and review correspondence tailored to the appropriate audience.
• Complete special projects and audits.
• Other duties that support the effective operation of the Dean's Office.

Calendar and Travel Support (25%)
Calendaring involves coordination across senior leadership, faculty, and external stakeholders, often requiring prioritization across competing institutional demands.

• Provide calendar support for Associate Deans, including:
  • Schedule meetings of all sizes, from small one-on-one meetings to complex events with numerous stakeholders.
  • Respond to Associate Dean requests for availability in a timely and professional manner, ensuring clear communication and alignment with scheduling needs.
  • Anticipate calendaring needs and proactively reach out to confirm dates, times, location/modality, set-up arrangements, etc.
  • Respond quickly and effectively to last-minute schedule changes and requests.
  • Troubleshoot emerging issues in a timely and efficient manner.
    
• Support travel arrangements and expense reconciliation
  • Following UMN policy, book flights, hotel accommodations, ground transportation, parking, etc on behalf of Associate Deans.
  • Prior to travel, prepare all arrangements and details in an organized and timely manner.
  • Upon return, prepare expense reports and reimbursements according to policy, including necessary supporting documents.
• Provide back-up support for the Dean's calendar and travel coordination, as needed

Success in this role includes:

• Maintaining a highly professional, responsive, and welcoming Dean's Office environment
• Ensuring seamless coordination of leadership schedules and events
• Building systems that improve efficiency and reduce administrative burden across the office
  **The employer reserves the right to change or assign other duties to this position**

Required Qualifications:

• High School Diploma/GED and at least four years of experience in responsible administrative positions or a combination of relevant administrative experience and education totaling at least five years
• Experience in composing communications to multiple internal and external audiences
• Experience in a position that requires maintaining a high level of confidentiality
• Experience in a customer service role
• Proven experience with administrative and data systems (e.g., Google Workspace, Microsoft Office, scheduling platforms, or similar tools)
• Evidence of ability to prioritize multiple tasks
• Experience in a position requiring decision-making and problem-solving
• Proven record of building positive working relationships

Preferred Qualifications:

• Bachelor's degree
• Work experience with the University of Minnesota or other comparable institutions
• Ability to demonstrate work experiences requiring diplomacy
• Demonstrated excellence in organizational and time-management skills
• Experience working as part of a team
• Experience in supporting executive level leaders or administration
• Supervisor experience leading students or volunteers
• Understanding of and commitment to the mission of a land-grant university
• Some understanding of agricultural, food, and environmental issues

Special/Physical Requirements:
This is primarily an office position. This position frequently presents information through vocal and written communication. The ability to express or exchange ideas vocally is important. Visual acuity is required for preparing and analyzing written or computer data and presentations. There are times when extensive viewing of a computer screen and reading are required as part of the position duties

College Overview
The College of Food, Agricultural and Natural Resource Sciences (CFANS) is composed of thirteen academic departments, ten research and outreach centers across Minnesota, plus the Minnesota Landscape Arboretum, the Bell Museum, and dozens of interdisciplinary centers that span the college, the University, and the globe. CFANS offers fourteen undergraduate majors and thirteen graduate majors, three pre-major/pre-professional programs and more than twenty minors for undergraduate students. Undergraduate enrollment in the college is about two thousand students. CFANS students are well-prepared for a diverse, multicultural workforce through the college's emphasis on experiential, interdisciplinary, and intercultural learning; internships and global perspectives.

At CFANS, we aim to inspire minds, nourish people, and enhance the natural environment, and we believe that's only possible if everyone feels seen, heard and respected. Our college embraces equity and diversity and prioritizes purpose-driven scientific discovery in order for us to build a better tomorrow, together. We align with the University of Minnesota in providing 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.

Pay Range: $24.45 - $30.22 per hour; depending on education/qualifications/experience

Time Appointment: 100% Appointment

Position Type: Labor Represented (AFSCME)

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 have the opportunity to complete an online application for the position and attach a resume.

Priority Deadline Note: April 30th, 2026

In-person

Please note, this position is not eligible for H-1B or Green Card sponsorship. This position does not offer a STEM OPT training program.

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).