Policy Coordinator

The Graduate School currently operates in a hybrid work mode, with a requirement for in-person work on Wednesdays. This is subject to change, based on mission and/or operational needs.

This is a full-time, non-exempt position. This job operates in a professional office environment. Days and hours of work are Monday through Friday, 7:45 a.m. to 4:30 p.m. Evening and weekend work is rare, though may be required as program needs dictate.

Pay range: $48,000 - $55,000

The Policy Coordinator (Coordinator) is a key member of the Policy team and integral to the success of the University's post baccalaureate policy programming and infrastructure. The Coordinator provides administrative, program, projects, and events coordination to the Graduate School Policy Office, and the Office of the Vice Provost for Graduate and Professional Education. The position is responsible for supporting the Graduate School Policy Director in daily management of office operations, monitoring of compliance, and maintaining a database
of post-baccalaureate policies, exceptions and decisions; and opportunities to be part of the larger administrative and policy infrastructure.
The Coordinator will also provide calendaring and travel support to Associate Vice Provost for Professional Education; and meeting coordination to the Professional Education Council (PEC).
The Coordinator is expected to develop and maintain fluency in post-baccalaureate policy knowledge sufficient to conduct analysis and develop content for compliance and policy conflict
resolution; assist agenda planning, policy reviews and summaries; and coordinate and collaborate on special projects and initiatives.

Duties and Responsibilities
Policy Program Coordination (90%)

• Perform the following duties that coordinate the work and assist with Policy Office data and compliance, and operations:
  • Develop, implement and maintain processes and tools for tracking and responding to requests for policy exceptions, and related reporting.
  • Assist with improving processes and compliance for program and student related compliance (e.g., annual student review requirements).
  • Provide initial review of proposals to develop, review, change and/or sunset programs (e.g., minors, certificates, and majors) to verify compliance with formatting and other
    requirements.
  • Collaborate across Grad School and Professional units and other policy units to conduct regular reviews of polices, forms and policy related communications to ensure accuracy and accessibility, and work with communications team to update and maintain the policy website.
  • Manage the Policy Office email account and support fielding and responding to time sensitive inquiries from Policy Office and PEC constituents for policy information and data related to the work of the office.
  • Organize, participate in, and take follow-up actions on internal and external project workgroups, committees and/or advisory board meetings, teleconferences, and regional
    meetings. Assist with agenda building and the execution of meetings, conference calls, and webinars.
  • Facilitate the ready flow and management of files, data, and information.
  • Coordinate the workflow and collaborate on special projects related to postbaccalaureate policy related priorities by tracking project timelines, deliverables, and internal/external partners across multiple departments; proactively communicate progress and potential challenges to project teams as needed.
  • In collaboration with the Graduate School's communications team, provide communications support to the Policy Office.
• Policy Office Committees and constituent group management and support
  • Provide program, administrative, and logistical support for meetings and operations of the Policy Office meetings and initiatives.
  • Coordinate regular conference calls and in-person meetings by helping develop agendas and meeting materials. Provide administrative support in developing content for committee meetings and procuring subject matter experts and other resources for committee meetings as needed.
  • Maintain current membership lists and facilitate member communication as needed. Respond to member requests as appropriate in a professional, personable, and timely manner to grow and keep committees and communities thriving.
  • Provide support for and maintain membership lists for the Graduate School Advisory Council (GPAC) and others as deemed appropriate based upon supervisors' policy relations responsibilities.
• AVP, Professional Education and Professional Education Council (PEC) Support
  • Provide administrative support to the AVP and the PEC, including coordination and
    logistical needs of meetings, calendaring, and travel support.

Administrative Support to the Office of the Vice Provost for Graduate and Professional
Education (10%)

• Support the work of the Office of the Vice Provost for Graduate and Professional
  Education by performing administrative and technical support related to the mission and
  operations of the Office.
• Remain competent and current by attending professional development courses,
  software training classes, and courses and/or training sessions as directed by the Chief
  of Staff or required by the Graduate School and/or University.
• Support the department by performing all other duties as assigned by the Chief of Staff
  or necessary to advance the mission of the Office of the Vice Provost for Graduate and
  Professional Education.

Required

• BA/BS in humanities, social science or related field or combination of related education and work experience to equal 4 years.
• Interest in working in policy administration.
• Proficient in Microsoft 365 Suite (Word, Outlook, Excel, and PowerPoint).
• Demonstrated ability to work in an environment that fosters teamwork, cooperation, and respect.
• Demonstrated experience working collaboratively with people from diverse backgrounds.
• Intermediate writing and editing skills; ability to vary writing style and voice as needed; demonstrated ability to take good notes/minutes.

Preferred

• Minimum of 1 year of experience providing administrative support in nonprofit or higher education setting, with meeting/event planning.
• Experience working with an association management system or CRM, mass email systems, and website content management systems is strongly preferred.
• Superior organization and prioritization skills that reflect the ability to prioritize multiple tasks; meticulous and detail oriented; demonstrated ability to follow through in a timely manner and complete tasks without prompting.
• Flexibility and ability to manage competing demands; work efficiently in a fast-paced environment; work both alone and as a member of a team; prioritize and manage multiple projects.
• Resourcefulness and ability to work proactively and think ahead; good logic skills to review minutes and summarize the conclusions and actions taken.
• Demonstrated ability to work ethically and with integrity and to maintain a strict code of ethics in working with highly confidential data.
• Excellent verbal communication skills.
  

Pay Range: $48,000 - $55,000 annually; depending on education/qualifications/experience

Time Appointment: 75%-100% Appointment

Position Type: Civil-Service & Non-Faculty Labor Represented Staff

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 be given the opportunity to complete an online application for the position and attach a cover letter and resume.

• Resume and cover letter are required to be routed through and 3 professional references would be ideal.

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.

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