The Administrative and Accessibility Manager provides comprehensive high-level support to enhance the overall mission-critical efforts of Humphrey School. This position is supervised by faculty member, Dr. Myers, at the Humphrey School of Public Affairs.
The position provides a high level of administrative support in the Wilkins Center at the Humphrey School and works to ensure that Dr. Myers receives timely and effective research and communication support. The key responsibilities are supporting research, community outreach, project management, and providing administrative support to a deaf faculty member.
40% Accessibility Coordination:
This position collaborates with the Disability Research Center to effectively support Dr. Myers.
Arranges captioning services for all events on Center Director’s calendar, including but not limited to: lectures, discussions, individual student meetings, student study groups, faculty meetings, instructional staff or academic advisors, campus events/activities, campus meetings, professional meetings, community outreach, and public ceremonial events.
Confirms the availability of captioning at all non-Center hosted events and, when necessary, books captioning to ensure Director’s ability to participate fully.
Keeps abreast of all new changes and developments in the fields of real-time captioning, voice-to-text software, remote captioning, relay services, and captioned media as relevant to higher education.
Develops, maintains, and updates master CART dictionary with specific terminology for assigned work.
Works closely with the faculty member or other appropriate individuals to obtain all terminology inherent to assignments, e.g., curricula, syllabi, synopses, scripts, and texts & communicates terminology to captioner(s).
Ensure that assignment-specific technology translates clearly during real-time CART services.
Provides onsite management and troubleshooting for hardware (i.e., laptop computer, external microphone and speakers, CapTel) and software (i.e., Zoom, Skype, Microsoft Teams) for meetings.
Ensures that all relevant information is captured in calendar events (i.e., connection details, captioner information).
Provides oral interpreting as needed, with close attention to clear diction to facilitate speech-reading.
Makes phone calls, maintains a log of all external communications, communicates verbally and in writing with all internal and external constituents on behalf of the faculty member in clear professional-level English.
Coordinates equipment and communications technology for remote captioning on domestic and international video calls, panels, conferences, and meetings.
Arranges for appropriate connectivity, internet access, and wireless services for remote captioning.
20% Executive Support:
Maintain Roy Wilkins Center Director’s calendar to include coordinating captioning through the Disability Resource Center from outside organizations, when needed and/or appropriate.
Support Director’s professional activities, including maintaining memberships and a calendar of annual meetings and conferences.
Coordinate paper and conference submissions, including serving as the primary point of contact for panelists, coordinating and collecting abstracts, and providing referee documentation when requested.
Work with HR to draft and post work-study, RA, and TA positions.
Supervise work-study students and contract staff.
Academic support including scheduling Dr. Myers classes, maintaining copies of current course outlines and syllabi in a shared drive, and as-needed support of Teaching Assistants.
Maintaining the Center’s shared drive and documentation, including proper storage of confidential documents (i.e., letters of recommendation, tenure-reviews, graduate admissions, and job inquiries from current and former students, staff, and collaborators).
Prepare initial drafts of letters of recommendations; track recommendation deadlines and ensure timely submission.
As-needed research assistance, including citation management and obtaining book permissions for papers and manuscripts.
General office support, including printing, scanning, copying, etc. to support Center functions and research.
10% Financial Management
Coordinate and participate in the Center’s budgeting process; collaborate with the School’s finance office on regular budget meetings for Dr. Myers.
Prepare invoices, purchase orders, requisitions, and manage P-CARD purchases, and pay bills promptly.
Practice financial stewardship, including supply purchasing, familiarity with restrictions on sponsored project spending, invoice submission, and oversight & reconciliation of Purchasing Card and Expense Reports for Center staff.
10% Project & Program Management
Prepare meeting agendas and take minutes.
Attend relevant Committee meetings on and off-campus on behalf of Roy Wilkins Center and or Dr. Myers.
Manage all Center spaces (including Wilkins Conference Room) to ensure organization and efficiency.
Work with Research Assistants and project-specific program managers to ensure that sponsored research projects proceed according to project timelines and meet deliverable due dates.
Work with the School’s Graduate Student office to coordinate & document the funding and degree completion progress of graduate research assistants & Dr. Myers’s advisees.
Facilitates communication with a culturally and ethnically diverse population of students, staff, and faculty members.
The primary point of communication for all phone and email inquiries to the Roy Wilkins center.
Manages Center’s email inbox and replies to queries promptly.
Maintain and update email and phone list of all contacts with the Wilkins Center donors, program participants, researchers and collaborators, and community members in compliance with School and University policies.
Draft correspondence and project updates on behalf of both the Center and Dr. Myers.
Oversight of mailings (US, FedEx, UPS, etc.).
Organizes, maintains, and updates mailing lists and email lists of all Wilkins Center stakeholders.
Answers phones and responds to messages.
10% Event Planning:
Manage all events in the office of Dr. Myers and Roy Wilkins Center, including (where applicable) space rental, catering, invitations, ticketing, AV set up, etc. (averaging 1-2 conferences and 4-5 single-day events per year).
Collaborate with other School offices to ensure that Center events are well-publicized and supported.
Represent the Roy Wilkins Center at receptions, community events, and other outreach activities.
BA/BS and at least four (4) years experience in program, project, and event management or a combination of related education and work experience to equal eight (6) years; able to work evenings and weekends when programs and events are scheduled; regular and efficient access to transportation to attend meetings, programs, and events.
Demonstrated/documented evidence of strong oral and written communication skills and the ability to communicate effectively and professionally with business and community constituents.
Demonstrated experience with Microsoft Office, Google docs, and Google drive.
Demonstrated advanced knowledge of word processing, spreadsheet, and database software in a Windows environment.
Comfortable working within a deadline-driven environment.
Excellent meeting facilitation skills.
Ability to listen, adapt and work through complex problem solving around program issues.
Ability to work both independently and as part of a team.
Excellent organizational and administrative skills with technical and analytical aptitude.
A demonstrated commitment to working effectively with people from diverse populations and supporting the development of a welcoming, inclusive campus community.
Successful experience performing related or similar functions within the University of Minnesota or comparable institution.
Demonstrated experience with program logistics in the area of public policy.
Professional experience related to research, education, and outreach activities, such as managing programs or projects, coordinating events, providing staff support to stakeholder groups or committees, facilitating meetings, developing and monitoring budgets, and working with multiple teams.
Completion of CART program or CART provider certificate.
Familiar with citation manager software (i.e., EndNote).
Familiarity with AI speech-to-text programs (i.e., Otter.AI).
The successful candidate possesses the following competencies:
Achieving and Getting Results: independently completes tasks and projects with a high degree of quality and can manage multiple assignments and projects; internal and external stakeholder-focused; utilizes effective oral and written communication skills; demonstrates the ability to deal with unanticipated problems and opportunities; curious, dependable, detail-oriented, and quality conscious.
Building and Maintaining Relationships: able to work with busy faculty members in a complex, high-energy environment; works with the team to achieve the overall goal/product/result; appreciates and respects different points of view; establishes connections and trust with co-workers.
Managing Self: functions effectively within ever-changing environments; adjusts to multiple demands, shifting work priorities, ambiguity, adversity, and change; effectively manages time, resources, organizational tools, and systems, and stress level; demonstrates resilience, persistence, and adaptability.
Leading: proactively takes initiative to identify and appropriately resolve and/or escalate issues or problems; appropriately utilizes, influences, and manages resources to accomplish work; guides, mentors, and manages workload of students.
Big-Picture Thinking and Decision-Making: demonstrates critical thinking and innovation by identifying patterns, problems, and opportunities, seeking input and ideas, assessing alternatives, recognizing potential impact on others, and proposing innovative solutions; thinks “outside the box,” generates creative solutions, and learns from both successes and failures.
Knowing the Business: demonstrates awareness of internal and external customer expectations and roles; learns and applies new concepts quickly and effectively.
Black, Indigenous, and People of Color (BIPOC), immigrants, women, and LGBTQ candidates are strongly encouraged to apply.
Applications will be reviewed beginning May 17, 2021.
Anticipated start date is June 14, 2021.
Annual base salary range: $48,360 - $54,600
Internal Number: 340643
About University of Minnesota, Twin Cities
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