Group Lens Lab Manager

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.

About University of Minnesota Twin Cities

The University of Minnesota, founded in the belief that all people are enriched by understanding, is dedicated to the advancement of learning and the search for truth; to the sharing of this knowledge through education for a diverse community; and to the application of this knowledge to benefit the people of the state, the nation, and the world.

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