Skills

Administrator

Establishes and oversees administrative procedures and standards for administration operations. Responsible for overseeing day-to-day administrative support operations of assigned area(s).

• Provides administrative support for faculty, researchers, graduate students and visiting collaborators.

• Identifies and negotiates contracts for office services.

• Interprets and maintains administrative policies and procedures. Serves as liaison (with other units and/or the general public) for requests, policy/procedural questions, and/or problem resolution.

• Prepares and maintains operation budgets.

• Ensures compliance with external and institutional policies and procedures.

Grants, Finance and Reporting

Responsible for grant preparation, contract preparation and financial reporting (External Sales, DHS, DOE, Fermilab, NSF and DARPA grants).

• Carries out financial and reporting functions.

• Provides annual grant reporting for projects.

• Supports pre-award sponsored project preparation and submission activities.

• Integrates multiple reporting systems together efficiently.

• Develops and manages financial plans and budgets.

• Creates custom spread sheets to track expenses and reports.

• Maintains up-to-date knowledge of U procedures and disseminates policy information with various University policies on purchasing and expenses with faculty, staff and students.

Supervision

Supervises and delegates work to support staff. Responsible for two full-time AFSCME employees and one student admin.

• Assigns work, monitoring performance of employees, and conducting annual performance reviews. Responsible for hiring, approving time, promoting, coaching, and discipline.

• Maintains work schedules and assignments.

• Provides direction and oversight of administrative staff and student workers.

• Approves time and human resource related issues for four full-time AFSCME employees.

• Coordinates the work and activities of employees. Work together as a group to accomplish tasks.

• Maintains staff by recruiting, selecting, orienting, and training employees; developing personal

Project Management

Responsible for working with the CMS Fermilab project working as a Project Manager.

• Serves as a Project Manager for the CMS Fermilab high level managers project group.

• Attends weekly project meetings with level 1, level 2 and level 3 CMS managers

• Primavera 6 project management software technology software used to create milestones and other project deadlines/details.

• Enters project related information such as financial projections, creation of work flow, material spcific quantities, and estimate timing for completion of work

• Works with other collaborative university project managers supporting them by entering their specific project related work

Building Manager and Department Facilities Representative

Responsible for security and building operations. Acts as the liaison and contact for internal facilities maintenance and issues. Deputy Facilities Representative (DFR) and Point Building Contact (PBC) for PAN and Tate.

• Acts as the first point of contact for all Physics and Nanotechnology building management activities including facility related projects, operations, access, repairs, or any emergency situation that could impact occupants or research.

• Works with Facilities Management and Capital Planning Project Management on building related issue, new construction or the redesign of spaces.

• Tracks and manages the online key ordering, rekey requests and card access requests.

• Preforms annual security audits of card access and key lists for labs and general spaces.

• Designs, creates and manages website access request form.

Communication and Outreach

Responsible for creation of web design, graphic design, social media, and conference planning. Responsibilities include, but are not limited to, venue research; budget development; expense tracking; food and beverage; ancillary event management; registration services; team communication; A/V coordination; speaker management; event logistics; branded merchandise; vendor partnership; lead generation and reporting; and post-event analysis. Manage events logistics planning and execution.

• Creates, implements, analyzes, and evaluates communications programs/events to advertise and promote the departments message and mission.

• Produce specialized or technical materials for marketing, publication, and/or public or internal relations that incorporate both written and graphic work, and utilize multiple media methods.

• Effectively communicates with vendors to identify cost-savings opportunities

• Works alongside communications team to creatively promote programs, develop promotional media, flyers, and public service announcements

• Maintains complete and accurate event and program reporting documentation.

• Develops event budgets and tracks spending.

• Maintains methods of outcome measurements and program evaluation tools to inform current and future programs.

• Engages and acts as a liaison with other University colleges and departments, or the public on questions, comments, or requests for information.

• Coordinates event logistics, including but not limited to registration and attendee tracking, presentation and materials support and pre- and post-event evaluations.

• Designs, develops and implements social media strategies.

Event Coordinator

• Schedule workshops or special events with UMN internal and external customers

• Meet and greet customers to introduce rental space, discuss contracts / policies, dates, and logistics

• Create space rental packages for customers containing contracts, parking, policies, contact information, local maps,

• hours of operation and floor layouts. (Electronic pdf file and paper packets)

• Attend conventions or open houses to promote space rental, products or services

• Design custom graphical website interfacing with attendees

• Design registration website using Destiny One or Eventbrite

• Manage event details (contracts, order food, room rental, registration, signs, floor layout & equipment)

• Developed and designed print / electronic invitations plus hand-out packets for events

• Oversee event day set-up and take down

Marketing Communication

• Develop email mailchimp newsletter for campaigns

• Social media development of brand awareness and online reputation

• Advertising copy to create layouts as part of campaign materials

• Consult, hire and oversee vendor representatives

• Implement and gather data analytics for tracking and future training purposes

Graphic Design

• Discuss layout and design with clients

• Create visual and creative concepts for ads and campaigns

• Design print and electronic media to promote brand or services

• Implement photo shoots to be used in product catalogs and web design

• Write and edit copy for ad prints, electronic publications and multimedia presentations

Web Design

• Design and update web sites

• Create web graphics and design layouts

• Modified and designed existing company websites

• Publish web content using desktop software or a content management system