Position Overview

This position serves as the group administrator for the GroupLens Research Group, led by Profs. Konstan, Terveen, Yarosh, Chancellor, and Kaur. The group is currently expanding, and the position may grow over time to support all of the Human Centered Computing division.

Job Responsibilities

Travel and Calendar Coordination (15%)

• Assist professors and students with travel arrangements to include hotels, flights, and other arrangements, including use of departmental pcard for travel appropriate purchases and completion of appropriate forms and receipts for reimbursements.
• Stay abreast of university policy regarding travel.
• Work with both internal and external constituents to arrange meetings with faculty and labs.
• Schedule weekly lab meetings, including reserving conference room space.

Event Planning (10%)

• Plan both local and out-of-town events, including workshops at conferences. This includes, but is not limited to, scouting/booking a venue, securing catering, sending invitations and attendance tracking, speaker/recording/data management agreements, hotel reservation, coordinating meeting materials, audiovisual support, correspondence with attendees/ applicants/invited speakers, coordination with CS&E accounting and other relevant departmental and collegiate functions, and awareness of and compliance with relevant University policies.
• Act as liaison between guests and CS&E accounting for reimbursements and travel arrangements.
• Manage all correspondence and media updates for events.

Communication and Database Management (10%)

• Creating, managing, and maintaining Zotero and Endnote libraries and website database of conference proceedings and journal publications.
• Updating websites, including student and alumni information as students enter the research group and depart after graduation.
• Track GroupLens' presence in the media, updating and broadcasting on social media as needed.
• Managing group internal documentation, policies, and onboarding/offboarding documentation.

GroupLens Student and Trainee Services (20%)

• Manage onboarding and offboarding of new graduate and undergraduate students and postdoctoral researchers. This may include:
• Developing onboarding/offboarding checklists;
• Meeting with new students/postdocs to go over lab access, payroll information, resource access, purchasing overview, reimbursement overview, relevant policies and procedures;
• Meeting with department students/postdocs to ensure equipment is returned, a data management/sharing plan is in place, and to gather information on where students/postdocs go after they depart (i.e. tracking job placement, grad school information, etc.)
• Coordinate annual GroupLens student review process.
• Coordinate letters of support, recommendation, acknowledgement, and others for faculty and students.
• Assist with student fellowship and scholarship applications.
• Coordinate and support online MOOCs. Track reported errors and work with faculty to identify and correct errors in current MOOCs. Add and update media/videos and other course materials. Add and update quizzes, test for accuracy.

Study Coordination and Research Support (20%)

• Act as liaison between faculty, students, department, and IRB for study materials related to human participants research.
• Safe tracking and storage of all study data, including de-identifying for reports.
• Maintain current knowledge of IRB, sponsor, and UMN policies for all studies.
• Manage all human subject payments and approvals, including developing and updating tracking spreadsheets.
• Assist with formatting and copy-editing of manuscripts and grant proposals.
• Create figures for publication in journal articles.

Office & Facilities Management (10%)

• Serve as the internal and external point person for managing the GroupLens Labs, including operations and communications.
• Responsible for monitoring supply needs and ordering, as needed. Responsible for ordering small (non-capital) equipment and office furniture. Maintain records of group policies and notes from periodic meetings (a few times per year).
• Work with Facilities Management and CSE-IT to maintain laboratory equipment and space.
• Perform periodic equipment inventory.
• Update memberships and software renewals as needed.
• Act as host to facilitate visitors. Assist arrangements for visiting scholars and consultants for access to facilities at UMN and locally in Minneapolis.
• Coordinate lab and office layouts and space assignments.

Grant & Reporting Coordination (15%)

• Support the faculty in preparation and tracking of grants, working with departmental research accountants and support staff. Such coordination main include:
• Maintaining and updating biosketches, current and pending support, mentoring plans, and other grant sections and templates for use with NSF, NIH, and other funding agencies.
• Maintaining proficiency with grant application and reporting systems.
• Coordinating annual and final reporting processes for current grants.
• Coordinating grant submissions (in conjunction with departmental staff) including reviewing program requirements, preparing drafts of non-technical materials, and managing the timeline and deadlines.
• Coordinating collaborative proposals (in conjunction with departmental staff) including working with collaborators to obtain relevant content for grants, tracking submissions, managing timeline and deadlines.
• Assisting faculty with tracking grant expenditures, appointments, and progress. Meet with faculty prior to each semester to review and input student appointments.

Required Qualifications

• BA/BS or a combination of related education and work experience to equal four years; applies knowledge and skill to a recurring task or activity with emphasis typically on precision and timeliness of execution.

Preferred Qualifications

• Experience in a higher education setting. Expertise with Microsoft Office, Google applications and able to use applications to solve problems. Demonstrated experience in managing complex processes and details.

The Department of Computer Science & Engineering at the University of Minnesota has been on the cutting-edge for its education, research and outreach for decades. The legacy continues as the department continues to grow and expand its curriculum, research and outreach. You are invited to join our team as the Group Lens Lab Manager.

Working at the University

At the University of Minnesota, you'll find a flexible work environment and supportive colleagues who are interested in lifelong learning. We prioritize work-life balance, allowing you to invest in the future of your career and in your life outside of work.

The University also 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
• 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)
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost
• with free or reduced rates in the Twin Cities metro area

Please visit the for more information regarding benefits.

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. Please be prepared to submit 3 references.

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:

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).