Postdoctoral Fellowship Coordinator
Job Description
Full job description
- B.A./B.S. degree plus 2 or more years of relevant experience; or combination of related education and experience equal to 6 years
- Demonstrated commitment to valuing, promoting, and/or advancing diversity, equity, inclusion, and justice efforts
- Strong written communication skills and experience in composing and editing different kinds of communications (i.e., drafting project reporting requirements, web content, social media posts) and the ability to send professional emails and engage with diverse staff and stakeholders in an office environment.
- An ability and willingness to complete required training on UMN systems in a timely manner OR experience with PeopleSoft financials & UMN reporting center
- Proficient using the suite of Google & Microsoft applications and project management software; i.e., Basecamp, Gmail, Google calendar, Google drive, MS Word, and MS Excel, including experience or willingness to learn advanced functions and formulas within Google suite tools (e.g., Google Apps Script) to create automated workflows for data analysis and reporting
- Experience or demonstrated transferable job experiences and skills necessary to organize and execute the logistics of a comprehensive professional development program tailored to the specific needs of postdocs, which requires managing multiple activities and juggling competing priorities.
- Demonstrated ability to effectively and efficiently manage up and across a program, including proactive approaches to project management, problem-solving, and project organization
Especially strong candidates are likely to have some but not all (or be interested in developing) the following preferred skills, experiences, and strengths:
- A connection or commitment to sustainability or environmental issues and topics
- Intercultural competency and high emotional intelligence, demonstrating a welcoming and inclusive approach to interpersonal interactions and a team-orientation
- Conduct oneself in a professional demeanor in a variety of situations and settings, including with partners and visitors to the Institute
- Commitment to creating organizational and administrative efficiencies
- Commitment to the professional growth and next-stage career opportunities for early career researchers
- Critical thinking, analytical, and problem-solving skills; including the ability to anticipate and recognize issues as they arise, and the ability to make decisions independently within established guidelines and protocols
- Customer service mentality, seeking to advance the Institute and its mission through service to key staff and stakeholders
- Agility and ability to handle multiple responsibilities with high attention to detail
- Adaptability, desire to find creative solutions, and a results-oriented attitude
- Able to give, receive, and ask for feedback to foster growth and development
The IonE Postdoctoral Fellow program includes 15-25 postdoctoral fellows annually. The starting salary range for this position is expected to be $54-65K, dependent upon qualifications and experience, and will consider pay equity & parity within IonE and across the University system.
We are looking for a coordinator who enjoys supporting the professional development of early-career scientists and helping to develop and execute highly effective programming, inclusive of administrative procedures that ensure the selection and cultivation of a diverse postdoctoral cohort. Such a detail-oriented team member could jump in and refine application workflows, seamlessly coordinate distributed teams, execute professional development events, and be resourceful enough to figure out (with plenty of support and resources) how to do the things they might not otherwise know.
We expect that competitive candidates will have diverse professional work experience that might look like:
- managing internship programs,
- project management,
- research or grant management,
- professional development,
- event coordination,
- and student and/or staff mentorship.
This person will meet, in-person and online, multiple times with IonE postdoctoral fellows; during application season, this person will lead the administration of the application and interview process, engaging regularly with postdoc mentors, and regularly communicating with candidates. The supervisor for this position will be Dr. Jennifer Schmitt, Senior Research Scientist in Sustainability.
For exceptionally qualified candidates, remote work will be considered and must be approved prior to an offer being extended. The position is located at IonE on the St. Paul, MN campus, and the person will be expected to fully participate in IonE, including attending IonE events and developing working relationships with other IonE staff and research partners. If remote work is approved, the candidate must be able to work in-person for the required deep engagement weeks and any other required in-person job duties, such as onboarding. The position may involve rare travel for workshops, conferences, and meetings to support programmatic activities and/or professional development and networking.
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Principal Duties and Responsibilities:
The duties listed below are not exhaustive and may evolve and shift with the organizational priorities; percentages represent expected averages over several weeks instead of a strict week-to-week allocation of time. All work is expected to integrate IonE’s DEIJ values and implement community norms or explore creative administrative solutions to advance the DEIJ action plan.
Cohort Programming and Postdoctoral Support - 40%
This category of work is about supporting the success and professional development of our IonE Postdoctoral Fellow cohort.
- Upon proficiency, propose a regular slate of cohort-based professional development opportunities that meets the needs of the PIs and postdocs; identify existing resources and expertise (within and beyond IonE and UMN); and finalize the calendar of professional development activities with the supervisor
- Execute a professional development programming line-up, including managing logistics (e.g., catering, room reservations), coordinating with speakers, preparing materials, etc.
- Meet with postdocs individually once a semester to identify potential programming needs given their professional development plan
- Available to postdocs to answer day-to-day questions
- Proactively identify successful tactics and individual challenges that postdocs may be facing individually or as a cohort; share insights with postdoctoral supervisors to improve programming
- Work to support an inclusive and welcoming environment for the postdoctoral fellows working both in-person and remote.
Application Process - 40%
This category of work is about supporting a diverse and inclusive application process - including recruitment, application review and interviews, HR for selected postdocs - and facilitating a welcoming and efficient onboarding process of new IonE Postdoctoral Fellows.
- Development of application and onboarding workflows and timelines given the priorities and milestones of the IonE Postdoctoral Fellowship program, including providing weekly priorities to the project team
- Create and manage program recruitment materials, including updating web pages, writing copy, and preparing flyers and other materials, aligning with IonE brand standards and coordinating overall plans with your supervisor, KI colleagues, and IonE communications colleagues
- Coordinate the recruitment of postdoctoral applicants, including continual development of the recruitment network, revising and developing template emails and mail merge systems, tracking recruitment strategies and submitted applications, and setting up webinars about the program
- Develop and facilitate the process and documentation of applicant review and decisions, including the evaluation of written applicant materials, one-way interviews, and virtual 2-way Zoom interviews
- Management of shared inboxes and communication with applicants from recruitment through interviews and decisions, ensuring transparent, kind, and timely email communication with all candidates
- Work with postdoctoral supervisors, typically principal investigators (or “PIs”) in research grants, to develop customized position descriptions and solicit information necessary to set up hired postdocs (e.g., computer needs, bios)
- Support the tracking and collection of information for postdoctoral candidates who are hired
- Keep project records organized and up-to-date, given existing team standards
- Assist PIs in drafting and implementing initial and ongoing onboarding; improve onboarding templates given what is learned during each onboarding process
- Support candidates in the Visa application process, if necessary
Reporting and Storytelling - 10%
This category of work is about programmatic evaluation and story spotting for the IonE Postdoctoral Fellows program.
- Collect data, maintain databases given best practices, and compile regular reports on IonE Postdoctoral Fellow program activities, outputs, and outcomes
- Collaborate with supervisor, PIs, other KI colleagues, and the IonE communications group on reporting strategies and content opportunities (e.g., web content, infographics, memos, dashboards), as well as news and storytelling opportunities
- Develop draft reports, slides, and announcements about the IonE Postdoctoral Fellows
Other - 10%
This category reflects IonE’s learning orientation and commitment to professional development and being part of our community.
- Develop or grow your understanding of the intersection of DEIJ principles and how it intersects with your current work and future professional goals
- Seek professional development opportunities related to the position and in support of future career development goal
- Other duties as assigned
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Working Conditions: While we work in a hybrid environment, the majority of on-site work is performed in a general office setting. IonE offices and meeting spaces are accessible, and the building has accessible gendered restrooms on-site. Non-gendered restrooms are accessible through the tunnel system, but may not be considered convenient for regular daily use.
Flexible Work: This position has been designated as up to a work profile 4 (from full on-site to fully remote). Profile 1 is expected to work primarily on-site. Your office will be located in St. Paul. Profile 2 is expected to work on-site more than 50% of the time. Your office will be located in St. Paul. Profile 3 is expected to work remotely more than 50% of the time. Your dedicated office space will be in your remote work location. Profile 4 is expected to work fully remotely with the exception of required attendance for on-site events. Your dedicated work space will be in your remote work location. IonE management retains the right to modify flexible work arrangement agreements on a temporary or permanent basis for any reason at any time.
Who are we? Located just off the Campus Connector’s St. Paul stop, the Institute on the Environment focuses on our world’s biggest environmental challenges. Through our work, we’re accelerating the energy transition, building climate resilience, improving global water and land use, and reimagining how we value nature. Our recipe is research, leadership, and communication. We believe we are most likely to achieve our mission when we integrate diverse perspectives into our work and our workplace, and we are committed to supporting an inclusive work environment and to collaborating with those most affected by the environmental issues we address in our work.
Application will close on May 30, 2024. Please note that we have a preferred candidate; all applications received within the application period will be equally considered. Candidates must submit all required materials in the requested format and as PDFs to move forward. (Remember: You must be detail-oriented!) To apply, please submit as a PDF:
1. a 1-2 page cover letter that describes your qualifications with specific professional examples relevant to the job,
2. CV or resume,
3. at least 1 example of a work product relevant to the job with a description of what you led in the development of the product vs. the other team members (e.g., application workflow, professional development series or event management, hiring or onboarding process) and
4. contact information for at least 2 references (i.e., name, title, organization; URL to biographical sketch or similar; address, phone number, and email address; and relationship to the candidate). References will not be contacted until final candidates have been identified; candidates will be notified prior to contacting references.
If you experience any barriers or obstacles to the application process, please contact ione@umn.edu.
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.
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
IonE is committed to becoming an anti-racist organization and to building a culturally diverse and inclusive environment with equity core to our work. We value all perspectives and backgrounds and welcome applicants from all races, genders, sexual orientations, religions, ethnicities, national origins and other identities.
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.
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