Crystal Heimer
Austin,MN
Summary
Strong leader and problem-solver dedicated to streamlining operations to decrease costs and promote organizational efficiency. Uses independent decision-making skills and sound judgment to positively impact company success.
Overview
18
18
years of professional experience
6
6
years of post-secondary education
Work History
Director of Operations/Department Administrator
University of Minnesota – School of Social Work
St. Paul, MN
01.2023 - Current
- Operational management
- Oversee multiple units including the School of Social Work, the Center for Advanced Studies in Child Welfare, and the Center for Practice Transformation
- Daily operations management in collaboration with director and associate director
- Facilities Management
- Access and recommend department space utilization
- Lead departmental Space Committee
- Oversee management of departmental facilities and services
- Coordinate facility, classroom, and equipment updates within Peters Hall
- Direct acquisition and allocation of capital equipment
- Policy development and implementation
- Assess current policies and identify gaps in knowledge and documentation
- Policy and procedures group member
- Review out-of-date policies
- Identify need for new policies
- Create efficiency in policy maintenance and adherence
- Share and implement new policies within the School of Social Work
- School of Social Work leadership team
- Facilitate School Council and all staff meetings through agenda creation and presentation on topics relating to the school
- Strategic planning
- Coordinate twice yearly full school retreats to identify goals of the school and staff
- Coordinated yearly meetings for the School
- Led and organized adjunct pay scale revision
- Coordinate with College leadership to align with college-wide priorities
- Collect data for use in strategic decision making
- Create cost analyses and budget formulation
- Assist with staffing plan creation
- Human Resources management
- Ensure adherence to University of Minnesota, College of Education and Human Development (CEHD), and SSW HR policies, procedures involving individuals with multiple classifications (union, P&A, staff, faculty) by serving as liaison between School of Social Work and College Human Resources
- Serve as a resource for Human Resource questions for supervisors and employees regarding policies and procedures
- Advise SSW director and associate director on staffing needs as well as workforce planning and analysis
- Oversee new employee orientations within department and assist with onboarding new employees
- Oversee the hiring processes and appointment changes within the School of Social Work and centers (Center for Advanced Studies in Child Welfare (CASCW), Center for Practice Transformation (CPT), and Minnesota Training Academy)
- Perform functions related to promotion and tenure
- Review process with College Professional Development team
- Create CVs within the resume builder
- Liaise between College leadership and faculty regarding tenure
- Financial Planning, Management, & reporting
- Create and manage annual SSW budget of $5 million in partnership with financial services
- Analyze budget and purchasing trends to ensure good financial planning
- Approve and oversee expenditures for the School of Social Work, CASCW, and CPT
- Analyze spending to ensure appropriate fund utilization and expenditures
- Review monthly expenditures
- Meet weekly with financial liaisons to adjust fund expenditures
- Support and facilitate student scholarship and fellowships
- Identify funds, available usage, and student selections
- Create, implement, and maintain financial policies and procedures for sponsored and non-sponsored funds
- Direct finance and accounting services with long- and short-range fiscal planning
- Facilitate the coordination of grants and research support services
- Budget management with research staff through routine
- Participation in Research Committee
- Ad hoc meetings with researchers for grant review
- Monthly meetings with sponsored services and post-award services
- Oversee and coordinate budget process within School of Social Works’ center and stay up to date of status of external funding
- Bi-monthly meeting attendance for review of projects and status
- Advise faculty on questions related to funding – AES, grants, grant in aid, O&M
- Approve financial documents and expenditures
- Co-coordinate contract purchases under $10,000
- Monitor and approve routine supply purchases
- Facilitate outside contracts through College-wide policies and processes
- Staff Supervision
- Design staffing plans
- Hire, develop, and evaluate performance for three academic advisors, one HR Liaison, one financial liaison, one director of admissions, and a marketing and communications specialist
Administrative Office Manager – Department of Psychiatry & Psychology
Mayo Clinic
Rochester, MN
01.2015 - 01.2023
- Project management
- Facilitate and mange construction requests – design through completion
- Yearly review of space and plan new offices for staff
- Coordinated and conducted office interior updates
- Monitor and manage list of space requests for department within two separate buildings
- Led the remote work initiative for administrative assistants – 100% in office to 20% in office
- Resulted in cost reduction and improved staff satisfaction
- Led the server maintenance project to reduce space consumption on departmental drives
- Financial management
- Monitor budgets to ensure within goals and allocations
- Monitor supply needs and create processes for consistency in ordering
- Monitor technology supplies and maintain levels to ensure equipment availability as need arose
- Monitoring of multiple PAUs including verification of appropriate charges within each budget
- Collaborations
- Worked closely with Human Resources credentialing staff to ensure adherence to policy as well as updating bi-yearly processes
- Facilitate Personnel Committee appointment changes within the Human Resources system
- Coordinate senior associate consultant to consultant process with Personnel Committee leadership
- Recruitment/Orientation partnership with HR recruiter
- Maintained and managed multiple search committees across multiple disciplines – master level, psychologist, psychiatrist, and advanced practice nursing
- Coordinate interviews and personally escort faculty per Mayo policy
- Monitor budgets and ensure interviewees were appropriately reimbursed
- New clinician onboarding scheduling, checklist creation, and continuous monitoring
- Departmental meeting facilitation
- Weekly administrative meetings
- Multi-disciplinary administrative and clinical leadership meeting participation
- Departmental meeting attendance and participation for multi-disciplinary subcommittees
- Collaborate on multiple committees with departmental leaders including desk staff, appointment scheduling, research, as well as consultants and executive leadership staff
- Serve as resource for Epic implementation and Harwick Project Change Agent
- Coordinator Faculty Development Committee
- Create Manual of Procedure documents
- Facilitate weekly meetings between faculty development co-chairs
- Create Faculty Development SharePoint page for information sharing
- Direct and oversee office personnel
- Maintain HR policies and procedures to provide consistency
- Partner with medical administrative assistant supervisor with HR policies and procedures
- Create work unit policies and procedures
- Staff planning
- Staffing to workload balance
- Routine recruiting and interviewing to replace staff
- Yearly performance appraisals and management
- Coordinate and facilitate new hire onboarding
Transcription Supervisor – Department of Support Services
Mayo Clinic
Rochester, MN
01.2010 - 01.2015
- Supervision of staff of 46
- Conducted employee evaluations and reviews
- Workload maintenance and scheduling
- Productivity workgroup -setting, analyzing, and improving standards
- Develop data driven staffing to workload planning
- Co-lead speech to text planning committee and coordinate implementation
- Recruiting, onboarding, and training of new employees
- Remote worker
Transcription Assistant Supervisor – Department of Support Services
Mayo Clinic
Rochester, MN
01.2007 - 01.2010
- Managed timecards
- Monitored quality and productivity standards to ensure standards were met
- Access database management and updating
- Manage workload and job prioritization
- Attend departmental meetings
- Calendar maintenance
- Remote worker
Education
MBA - Business Administration
Western Governors University
Salt Lake City 09.2021 - 12.2021
Bachelor of Science - Business Administration
Western Governors University
Salt Lake City, UT 09.2020 - 09.2021
Associate of Applied Science - Radiography
Rochester Community & Technical. College
Rochester 08.2003 - 08.2006
Associate of Science - Liberal Arts
Rochester Community & Technical College
Rochester, MN 09.1999 - 06.2001
Skills
Strategic planning and execution
undefinedTimeline
Director of Operations/Department Administrator
University of Minnesota – School of Social Work
01.2023 - Current
MBA - Business Administration
Western Governors University
09.2021 - 12.2021
Bachelor of Science - Business Administration
Western Governors University
09.2020 - 09.2021
Administrative Office Manager – Department of Psychiatry & Psychology
Mayo Clinic
01.2015 - 01.2023
Transcription Supervisor – Department of Support Services
Mayo Clinic
01.2010 - 01.2015
Transcription Assistant Supervisor – Department of Support Services
Mayo Clinic
01.2007 - 01.2010
Associate of Applied Science - Radiography
Rochester Community & Technical. College
08.2003 - 08.2006
Associate of Science - Liberal Arts
Rochester Community & Technical College
09.1999 - 06.2001
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