Senate Associate

Senate Associate
8208A3, Admin Associate 3

Position Overview
The University Senate Office supports the work of more than 1,000 faculty, staff, and students participating in shared governance across the entire University of Minnesota system. The Senate Associate provides high-level, independent administrative management and strategic guidance to University Senate governance bodies. This role is critical to maintaining the University's historical record and ensuring that governance leaders navigate University policies and parliamentary procedures effectively. The Senate Associate acts as a vital liaison between governance bodies, central administration, and collegiate offices across multiple campuses.

Key Responsibilities
80% Coordination of University Senate Governance Bodies
* Strategic Guidance: Serve as a primary advisor to committee chairs and members regarding University policies, governance structures, protocols, and committee charges.
* Record-keeping & Synthesis: Synthesize complex discussions and facts from meetings into highly detailed minutes. These serve as essential historical records for the University.
* Legislative Support: Draft and shepherd complex correspondence, including legislative actions, statements, resolutions, and motions. Exercise independent judgment in determining what information is captured for the permanent record.
* Meeting Management: Direct all administrative aspects of governance bodies, including agenda development, research, and the integration of technology (Zoom/hybrid tools) to run effective meetings.
* Problem-solving: Navigate politically sensitive environments by offering guidance to leaders facing competing constituent demands. Anticipate issues and present recommendations for solutions.
* Leadership & Orientation: Lead annual orientations for committees and senates, guiding new members on governance processes and parliamentary precedents.
10% Administrative Management
* Manage logistical details including room scheduling, listserv maintenance, and web page updates.
* Utilize databases and mass email software for system-wide communications.
* Plan and develop budgets for annual retreats, special projects, and team initiatives.

10% Communications & Special Projects
* Write for varied audiences, including University Senate newsletters, senator profiles, and other official publications.
* Execute annual office initiatives and represent the Director of the University Senate Office as assigned.

Working Conditions & Expectations
This is a hybrid position with an expectation of on-campus presence for meetings and events. The Senate Associate must be prepared for a significant learning curve of 8-12 months of training and observation to master the nuances of Senate precedent and governance bodies. The role requires a high degree of maturity and the ability to work independently on recurring assignments while recognizing when to apply discretion to sensitive legislative matters.

Required Qualifications
* Education/Experience: BA/BS degree plus four (4) years of relevant professional administrative experience, OR a combination of education and experience totaling eight (8) years.
* Advanced Writing: Demonstrated experience writing and editing routine to complex correspondence, synthesizing multi-faceted discussions into clear documents, and
* attention to detail.
* Critical Thinking & Discretion: Proven ability to use independent judgment, maintain tact, and remain politically astute while working with diverse constituent groups.
* Project Management: Experience coordinating multiple projects simultaneously, researching complex topics, and meeting strict deadlines independently and as a team member.
* Technical Proficiency: Proficient with Google Workspace and Zoom.
* Collaboration: Experience working successfully in a highly collaborative environment with diverse groups and competing demands, utilizing discretion and confidentiality when required.

Preferred Qualifications
* Five or more years of experience in a professional administrative role at the University of Minnesota or a similarly complex organization.
* Experience with Drupal Lite, Salesforce Marketing Cloud, and database management.
* Familiarity with parliamentary procedure and governing documents.
* Experience working with governance bodies and senior leadership.

Department Description
The University Senate Office supports the work of more than 1,000 faculty, staff, and students participating in shared governance across the entire University of Minnesota system. The Senate Associate provides high-level, independent administrative management and strategic guidance to University Senate governance bodies. This role is critical to maintaining the University's historical record and ensuring that governance leaders navigate University policies and parliamentary procedures effectively. The Senate Associate acts as a vital liaison between governance bodies, central administration, and collegiate offices across multiple campuses.

Pay Range: $32.22-$34.62/hour - $67,000-$72,000 annually/depending on hours, and education/qualifications/experience (note- this position is an HOURLY position)

Time Appointment: 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.

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.

Note - Both a resume and cover letter are required in your application

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.

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).