Operations Administrator – Institute for Marine Science and Technology
Required Qualifications Bachelor’s degree with at least eight years of experience and prior oversight of a small department of cross-disciplinary team. Experience in leading complex, interdisciplinary projects. Excellent written, verbal, and interpersonal communication skills. Ability to work independently, prioritize multiple tasks, and exercise sound professional judgement. Preferred Qualifications Demonstrated success in project and operational management, including developing operational workflows or systems. Strong analytical and financial management skills with attention to accuracy and compliance. Proficiency with Microsoft Office 365, Google Workspace, and enterprise financial or HR systems. PMP certification Experience in higher education, research administration, or government operations. Familiarity with University of Minnesota administrative, financial, and HR systems (EFS, Chrome River, HRMS). Experience with federal and state research funding processes. Interest in environmental, marine, or freshwater research missions. Commitment to diversity, equity, inclusion, and effective collaboration. Knowledge, Skills, and Abilities Strategic planner with advanced project management and analytical skills. Proficient with project management tools (Microsoft Project, Smartsheet, or equivalent). Collaborative and adaptive leader who fosters innovation and teamwork. The University of Minnesota Duluth (UMD) seeks an Operations Manager to lead project management and daily operations for the planning phase of a new Institute for Marine Science and Technology (IMaST). This position will be responsible for initiating and implementing strategic plans to support the planned IMaST mission, developing and implementing operational systems and workflows, overseeing fiscal and personnel operations, and providing project management expertise to support the creation of a new institute at the University of Minnesota. The Operations Manager will coordinate and engage with stakeholders at all levels including University leadership, faculty, and staff, federal, state, tribal, and industry collaborators, and regional and private-sector sponsors. The incumbent will align IMaST’s mission with the operational needs of all stakeholders to create and implement a robust project implementation plan. Working with minimal direction, this individual exercises independent judgment, professional discretion, and analytical insight in managing complex operational functions, leading cross-unit projects, and ensuring effective operations across IMaST’s research, education, and outreach programs. The incumbent will support the IMaST Task Force in conducting their meetings and assembling the final report. This position will operationally report to the IMaST Task Force created to put together the framework for the institute and will work closely with faculty, staff, and leaders in the Large Lakes Observatory (LLO), Minnesota Sea Grant (MNSG), Natural Resources Research Institute (NRRI), Swenson College of Science and Engineering, UMD’s administrative units, and other partners and collaborators at the University of Minnesota. Job Duties and Responsibilities Operations and Project Management (60%) Responsible for initiating and implementing strategic and operational plans to support and enhance planning of a potential institute. Oversees all aspects of administrative management of an institute that will have complex and diverse education, research, and business operations including multiple partners across the university, government and industry. This position will eventually have multiple direct reports as the institute grows. Lead planning and tracking of institute initiatives and projects; ensure alignment with University and IMaST strategic goals. Develop and implement administrative workflows and procedures that improve operational efficiency and accountability. Lead cross-functional projects and implement new systems for data management and reporting. Interpret and apply University policies and procedures to resolve administrative challenges. Develop practical, innovative solutions to technical, financial, and organizational problems Communications, Outreach, and Event Planning (25%) Identify and engage with all stakeholders to ensure proper lines of communication are established. Create a plan for all internal and external communications, including website updates, announcements, and stakeholder engagement and coordinate with the relevant communications team. Coordinate event planning, outreach initiatives, and partner communications that advance IMaST’s mission., delegating as needed and able to administratively support in IMaST’s partner departments. Support IMaST Task Force in completing their study to provide a framework for the institute. Strategic and Executive Support (5%) Coordinate committees, advisory boards, and leadership meetings; prepare agendas, briefings, and records. Serve as a facilitator for stakeholder meetings. Create and present status reports, correspondence, and presentations for internal and external audiences. Financial Oversight (5%) Review, approve, and oversee financial transactions for compliance with University and funding agency requirements. Collaborate with the Task Force and financial offices on annual budgeting, forecasting, and reporting. Conduct financial analyses and prepare summaries to inform decision-making and strategic planning; prepares recommendations based on findings. Human Resources Administration (5%) Work with the Task Force to determine hiring and onboarding plans as IMaST moves out of the planning stage and into the implementation phase. Maintain confidential HR records and ensure compliance with University policies and labor agreements. Recommend process improvements in personnel administration to enhance efficiency and employee experience. Other duties as assigned. Additional Information Location and Travel: Position based in Duluth, MN, with occasional travel to sponsor offices, research sites, and conferences. Occasional evening or weekend commitments for events or deadlines. The planning phase of the Institute for Marine Science and Technology (IMaST) at the University of Minnesota will develop the framework for integrating foundational marine science, engineering, and innovation to advance research on large-lake and ocean-analog systems. Building on the strengths of the Large Lakes Observatory (LLO) and Minnesota Sea Grant (MNSG), Natural Resources Research Institute (NRRI), college of science and engineering, and University of Minnesota system, IMaST will conduct interdisciplinary research, develop emerging technologies, and translate science into practical solutions supporting sustainable water and maritime futures. After the planning phase, IMaST plans to partner with federal and state agencies, tribal governments, and private industry to foster environmental resilience, technological innovation, and workforce development in the Great Lakes region and beyond. Duluth, Minnesota, situated on the western shore of Lake Superior, offers an exceptional environment for research, collaboration, and quality of life—combining a vibrant port city, a leading research university, and deep community engagement in environmental and maritime issues. Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will have the opportunity to complete an online application for the position and attach a cover letter and resume or CV. Required Application Materials: Resume Cover Letter This position will remain open until filled. Review of applications will begin on February 13th. 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. University of Minnesota, Duluth (UMD) The University of Minnesota, Duluth (UMD) consistently ranks among the top Midwestern, regional universities in U.S. News and World Report's "America's Best Colleges" issue. Overlooking Lake Superior, UMD provides an alternative to both large research and small liberal arts environments and attracts students looking for a personalized learning experience on a medium-sized campus of a major university. A firm liberal arts foundation anchors a variety of traditional degree programs, as well as professional and graduate students that draw on UMD's many research institutes and labs. At the University of Minnesota, we are proud to be recognized by the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of America’s Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019, 2022).