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Job ID: 182144

Administrative Manager 2/Chief of Staff
University of Minnesota, Twin Cities

Date Posted Mar. 22, 2022
Title Administrative Manager 2/Chief of Staff
University University of Minnesota, Twin Cities
Minneapolis, MN, United States
Department School of Music
Application Deadline Open until filled
Position Start Date Available immediately
  • Associate/Assistant Head
  • Music - Song Performance
    Music - Scientific Study/Theory
    Music - Psychology
    Music - Piano/Organ/Keyboard
    Music - Orchestra/Symphony
    Music - Vocal
    Music - Musicology/Music History
    Music - Jazz
    Music - Ethnomusicology
    Music - Conducting
    Music - Composition
    Music - Classical
    Music - General
    Music Industry Studies
    Music Education

About the Job

This Admin Mgr 2 (9341M2) is a 100% position that reports to the Director of the School of Music (SoM), requiring a highly skilled and experienced administrator with a broad range of competencies who will support and enhance the academic, professional, and community mission of the School. 

The Chief of Staff serves as the primary unit expert and resource for the Director, faculty, and staff on University and College policies and procedures, including faculty promotion and tenure; award dossiers; faculty and staff searches; sabbaticals and leaves; FMLA; annual review of probationary faculty; and annual report of outside professional activities and business procedures.  Interpret, develop and implement SoM policies and procedures as warranted.  Mediate employment related disputes or grievances. Play a key role in implementing the School’s strategic plan; managing the financial, human, and facilities resources; and administering the School.  This position also has administrative oversight of the Ted Mann Concert Hall and Student Services, and is responsible for managing accreditation/NASM needs and Academic Program Reviews.

Job Duties:
Strategic Planning/Administration (40%)

  • Set strategic planning priorities in coordination and consultation with the Director to achieve the best use of SoM resources (i.e., operational budget, human resources, curricular, and facilities/space) to meet instructional, research, outreach and administrative needs. Support the development of new initiatives and realignment of existing programs and projects through oversight and management of processes and systems.
  • Serve as liaison on behalf of Director, faculty, staff, and students with CLA, other University and outside entities. Work with Director and faculty to establish and maintain important external relationships with professional, academic and community partners. Coordinate data collection for responding to internal and external surveys. Work with the Director to develop external communication strategies, priorities and messages.
  • Manage and coordinate SoM external reviews, including Accreditation Reviews for the National Association of Schools of Music (NASM) and periodic Academic Program Reviews (APR).  This includes submitting annual data surveys to maintain accreditation, new curricular programming materials to the NASM Commission, and APR material preparation, submission, logistics and site visits. 
  • Administrative oversight of Ted Mann Concert Hall.  Develop, update, implement and respond to procedural and policy needs for 1,126 seat facility.  Budget planning, including forecasting, monitoring and oversight of operational budget. Has executive decision-making authority.  Hold weekly staff meetings.  Prepare, negotiate and execute contracts/agreements for external clients for production scheduling, invoicing and staffing needs.  Consult with OGC on contract specifications for unique events (e.g., Superbowl related events held in TMCH prior to US Bank Stadium event), or ones requiring special services.  Prepare contract addendums (e.g., State of Minnesota, Conference & Event Services, St. Paul Chamber Orchestra ticket sales, Minnesota Music Educators Association, etc.)

HR/Supervision/Office Management (20%)

  • Serve as Chief of Staff, coordinating all aspects of SoM operations management. Manage civil service, labor represented and P&A personnel. Supervise office staff. Includes full supervisory authority for developing job descriptions and performance standards; assessing and reviewing staff performance for continuous improvements; coordinating and overseeing searches; hiring; training; orienting; assigning, monitoring and adjusting workloads; problem­solving; disciplining; terminating and settling grievances. Serve as unit contact for concerns of all employee groups (civil service, labor represented, P/A and faculty).
  • Responsible for daily operations, including policy and procedure development and implementation. Determine and allocate resources by monitoring staff duties and adjusting workloads as needed. Develop annual calendar, set deadlines and priorities. Initiate, identify and manage projects.
  • Recommend implementation of physical changes/additions to SoM space and equipment. Coordinate computer inventory/replacement program.

Financial Management (20%)

  • Responsible for fiscal activities including budgeting, managing expenditures and forecasting.  Works with and advises the Director in the development of the annual and three-year budget plan, including drafting initial iteration, linking resources to the School’s overall vision and strategic directions. Advise the Director of trends and patterns in spending and account activity.  
  • Direct ongoing budget activities through coordinated effort with the College, the University Foundation (UMF), the Office of Research Administration and Technology and other campus units. Monitor monthly and/or quarterly reports for consistency in spending plans. Review and sign off on bi-weekly payroll abstract; deal with payroll issues that arise. 
  • Coordinate SOM development, donor relations, and outreach activities with the collegiate Office of Institutional Advancement, UMF and University Relations, as appropriate. May help to identify stories with potential for regional and national media outreach. Coordinate production of annual development/alumni magazine. Support alumni outreach. Oversee the presentation of events that involve alumni and donors. Manage projections, spending plans and scholarship/fellowship awards.

Student Services Operations/ Curriculum (20%)

  • Oversee Student Services operations. 
  • Provide leadership role for annual curriculum planning, including managing and communicating faculty workload plans with division heads, analyzing detailed course scheduling, tracking course releases and faculty replacement needs due to associated leaves, sabbaticals, Central administrative assignments, etc. Provide instructional resource projections, enrollment and cost reports to SoM leadership in order to most efficiently modify curricular plans and ensure funding stays within budget 


Required Qualifications: 
• Bachelor’s degree and eight (8) years of increasing administrative responsibility coordinating or managing a unit within a large and complex institution and evidence of highly developed and practiced administrative, management, and organizational skills.
• Significant expertise in human resource supervision, with evidence of effective interpersonal and team leadership skills to foster cooperative, constructive, and collaborative relationships between and among the multiple and diverse constituencies within the School and the community it serves.   Evidence of a demonstrated commitment to valuing the capacities of everyone in the workplace and promoting diversity.
• Demonstrate creative, entrepreneurial skills in solving problems and meeting new opportunities and will know how to seek and apply available University and community resources in meeting challenges. Effective fiscal planning and management, budgeting, and accounting skills are required.
• Experience with two or more of the following: academic searches, promotion and tenure, curriculum management, graduate programs, or budget planning and financial resource management.
• Google suite, database, and internet competencies.
• Experience providing guidance to a faculty officer in a higher education/academic setting.
• Project management experience. Experience researching, interpreting, and applying policies.
• Excellent verbal and written communication skills, including the ability to communicate effectively with diverse constituencies. Experience managing multiple complex tasks.
• Proven ability to think broadly and creatively.
• Demonstrated ability to take initiative and work independently.

Preferred Qualifications: 
• Master’s degree preferred
• More than four years of directly related experience.
• Experience working with faculty, staff, students, and administrators at the University of Minnesota. Working knowledge of academic fields of music or related discipline.
• High degree of professionalism, with excellent interpersonal and problem-solving skills and proven ability to successfully operate within ambiguity.
• Experience with complex human resource and organizational issues and ability to maintain confidentiality.
• Proven record of mentoring and developing staff in their efforts to maximize their professional potential.
• Proven financial, administrative and operations leadership skills with a collaborative management style.
• Experience with PeopleSoft system, curriculum management, accessing data from various sites and forms, developing reports for end users.
• Preparing presentations, human resources/payroll, managing academic searches and faculty promotion and tenure processes, international visa processes, budget management, donor management and scholarships.
• Experience researching and development background materials and talking points on behalf of leadership
• Demonstrated ability to analyze and communicate complex issues from multiple frames of reference and perspectives. 

About the Department

The School of Music has been an important part of the U of M since 1902, serving both music majors and students from the many diverse programs offered across our campus. Our distinguished alumni representing a wide range of states, provinces, and nations are making significant contributions to music and artistic life around the world as performers, educators, scholars, and therapists.  The mission of the School of Music explicates our commitment to the highest level of excellence in scholarly, creative, and pedagogical endeavors, providing opportunities for quality artistic development, academic learning, and direct engagement with the Twin Cities community.  Our faculty members are recognized nationally and internationally for their expertise in performance, scholarship, education, therapy, and creative studies.

How To Apply

Applicants must apply online through the University of Minnesota. To be considered for this position, please click the “Apply” button and follow the instructions. You will have an opportunity to complete an online application for the position and to attach a cover letter and resume. The posting number for the position is 346558.

For priority consideration apply by April 8th.

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 or call (612) 624-UOHR (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:

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