Work processes will be digital and paperless. Remote work options, including working remotely on a full-time or partial basis, are available, though some in-office work to help re-configure space or to assess the physical infrastructure of the office or deal with facility issues may be needed from time-to-time. The office will provide University-configured equipment and supportive technology tools that may be taken home if working remotely, but the candidate is required to provide reliable internet access and a home work environment conducive to productive activity.
The office is currently in the midst of a major systems project (MN-GEMS) that is expected to transform how sponsored projects proposals, awards, unfunded research agreements, and subawards are administratively managed in the future; the successful candidate will be a key player in helping the office as a whole and their staff transition to the new software system (expected within the next two years.)
The SPA Operations Manager is responsible for management of all Sponsored Projects Administration (SPA) business operations functions related to approximately 18,000 proposal, award, and subaward transactions per year and all business operation functions related to management of two departments [SPA and the Office of Cost Analysis (OCA)] including 64 employees with units on 3 campuses. The Manager is responsible for supervising 9 direct reports and 1 indirect report overall who are turn facilitate work for an additional ~45 employees. He/she is responsible for oversight and continuous refinement of efficient and effective workflow tracking and management systems (electronic and manual) related to sponsored projects processing. He/she is also responsible for departmental business functions related to staff management, accounting, budget and payroll, Human Resources Management System (HRMS) requisitions and job postings, new employee on-boarding and exit management, office security and safety, construction and inventory, executive support for the Associate Vice President and the Director, space management and ergonomics.
50% SPA Business Operations Manager:
• Serves as member of SPA’s senior management team. • Responsible for oversight of 10 support staff providing highly complex, time-sensitive, and frequently changing business operations support to ~45 professional/managerial staff within SPA and OCA, as well as remote assistance for two system campus SPA offices. • Design, implement and oversee an effective internal support structure to ensure effective and efficient workload processes and systems to track and manage ~18,000 transactions ($800M in funding and $~2B in proposals) per year. • Specific duties include: o Conference Room/Executive Assistant management o Proposal intake and submission tracking (~7,000 transactions per year of highly time sensitive documents requesting more than $2B in funding from external agencies) o Award intake and assignment tracking (~4,500 transactions per year of complex documents received via a wide variety of formats and via on-line agency systems, email, mail, etc.) o Account setup in a variety of federal and sponsor systems o Closeout of sponsored awards when completed, including ensuring filing of final reports and retiring physical or electronic records o Subaward invoice payments and processes (~6,000 per year) o Proposal, award, and subaward filing and tracking systems o Administrative support related to subrecipient monitoring of Single Audit reports, Federal Funding Accountability and Transparency Act (FFATA) reporting, Material Transfer Agreement (MTA) mailing and archiving, Federal Conflict of Interest (FCOI) tracking o Electronic distribution of awards to faculty, central and departments (~4,500 transactions per year, handled manually) o Special event planning (e.g, management of annual one-day conference attracting 450 attendees) o Notary public services
40% Human Resources / Facilities / Budget Management for SPA and OCA:
• This position acts as HR Liaison for SPA and OCA. This position is responsible for all recruitment in partnership with OVPR HR. This includes submitting job requisitions, coordinating and conducting interviews, and coordinating new employee hires. The position also serves as a point of contact on employee relations concerns, such as monitoring goals and objectives for EEOS, performance evaluation management and tracking, assisting with grievances and complaints, and internal training. This position works closely with OVPR HR to coordinate leaves of absence and employee returns. • The position is also responsible for web/phone lists, office flow charts/floor plan management, ergonomic issues, space management, security requests/access requests, parking, emergency planning, and as departmental building point of contact. • Oversees staff access to university and federal electronic systems, including Enterprise Financial System (EFS), ImageNow/Perceptive Content, Electronic Grants Management System (EGMS), FCOI, Human Research Protection Program (HRPP)/Institutional Review Board (IRB) Renew, Institutional Animal Care and Use (IACU), electronic Research Administration (eRA) Commons, FedConnect, FFATA Subaward Reporting System (FSRS), National Science Foundation (NSF) FastLane, eTool, FFATA, Unfunded Research Agreements (UFRA), MTA, etc. • Prepares and monitors SPA and OCA budgets valued at $5M per year, including departmental purchasing functions, general construction and engineering costs, office supplies for four departments (SPA, OCA, Sponsored Financial Reporting (SFR), Office of the Vice President of Research-Research Information Systems (OVPR-RIS), maintenance of all equipment, office phones, electronic work, office rental and space, external document storage, special projects, and budget forecasting. This also includes making decisions for cutting costs, finding efficiencies for savings, and advising the Directors and Associate VP of Research of projected budgetary problems or shortfalls. • Supervises purchasing, including all non-sponsored invoices, POs, credit card transactions, and payment authorizations for SPA. A working knowledge of vendors both inside and outside the University of Minnesota, purchasing rules, regulations and procedures and contracts and terms is required. All non-sponsored transactions are authorized by this position. • All safety, security, health and welfare areas for Suite 450 are supervised or coordinated by this position. This requires regular coordination with McNamara Building Management, University Policy Department, two other departments (SFR and ORIS) housed within Suite 450, American Building Maintenance (ABM) Custodial Operations, Environmental Health and Safety Department, outside vendors, Purchasing Department, Office of Information Technology, design specialists along with engineers and electrical/building construction specialists, moving companies, etc.
10% Special Projects/Initiatives:
• Contribute to annual SPA/OCA Goals by engaging in business process improvement initiatives, specialized needs arising from changes in regulatory requirements, or duties assigned by Associate VP for Research or SPA/OCA Directors. Previously this has included a complete re-organization of the support staff function within SPA/OCA to refine and update support staff assignments, training, job descriptions, organizational structures, backup assignments and cross-training, and professional development.
• BA/BS and four years of experience in operations or an equivalent combination of education and experience to total eight years. • Must have experience using standard computer tools (e.g., MS Office suite, email, calendaring). • Experience leading a team
• Master’s degree preferred. • Experience working with Peoplesoft • Experience supervising labor-represented employees • Experience supporting others at a wide variety of personnel levels
Internal Number: 341764
About University of Minnesota, Twin Cities
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