The Administrative Support position in Oral and Maxillofacial Surgery supports all Division faculty including the Division Director. This role is vital to the Division running smoothly as it plays a role in supporting courses, entering grades, managing calendars and meetings, coordinating events and ensuring the Division office is well organized and the person is helpful to visitors and employees. The Division of Oral and Maxillofacial Surgery seeks an applicant with administrative support experience in creating and editing correspondence, organizing events, and ideally has knowledge of or experience in academia or in the health field. Ideal candidate is friendly and outgoing and able to handle multiple requests and tasks with a positive attitude and executing and accomplishing complex tasks fully and on time.
Duties and Responsibilities:
35% Maintain files, make and schedule travel arrangements and documents, process reimbursements for Division faculty and residents, process expense reports and reconcile procurement card purchases. Prepare PO’s, prepare deposits for checks/cash, set up new vendors, coordinate Contract for Professional Services, ordering of all supplies for division and receive merchandise in EFS system. Make travel arrangements and prepare travel documents for faculty; draft and prepare correspondence for division (letters, memos, course materials, type manuscripts, exams, course syllabi, etc), establish and maintain files as well as database of division contacts. Maintain and create electronic filing systems in compliance with office standards. Compile data for annual ADA survey. Assist and may coordinate mail responsibilities for 7th floor. Act as receptionist for the Division including keeping the office in a professional manner and organized, greeting visitors, direct deliveries or meeting attendees, respond to various inquiries, answer Division phone calls, return voicemail and calls on behalf of faculty as needed. Answer in-person, electronic and phone inquiries in a professional, efficient manner. Other duties as assigned.
65% Manage all division faculty academic and professional calendars and manage conference room calendar. Support the Division Director with all administrative support needs and support the Program Director with faculty support needs (non-residency related). Support the Resident coordinator as needed, which may include: Expense reimbursements, entering grades, registering for courses, assisting with arrangements for interview day and graduation and other events, requesting access for Axium privileges on behalf of the resident or similar duties as directed by the Resident Coordinator and supervisor. Support full time faculty in preparing and updating course materials, utilize Office of Measurement Services for analysis of exam scores, post grades in Moodle or similar system and send to registrar via PeopleSoft, may order materials and supplies for courses. May create, maintain, and edit Moodle or similar sites for courses. Submit Adjunct faculty rosters including unpaid affiliate on a semester basis to human resources to ensure proper pay for time worked and appointment renewals. Prepare and submit honorarium documents to ensure proper pay for guest lecturers. Record and track vacation days and assist faculty in submission of time off requests using MyU. Support other areas and administrative support team members in the Department and School as needed. Other duties as assigned.
Hourly Salary Range: $15.69 to $22.47 USD/hour
The University of Minnesota offers a comprehensive benefits package including:
Competitive wages, paid holidays, vacation and sick leave
Low cost medical, dental, and pharmacy plans
Health care and dependent daycare flexible spending accounts
Excellent retirement plans with employer match
Disability and employer paid life insurance
Wellbeing program with reduced insurance premiums
Tuition reimbursement opportunities covering 75%-100% of eligible tuition
Student loan forgiveness opportunity
Opportunities for growth and promotion
Employee Assistance Program
For more information regarding benefits: https://humanresources.umn.edu/sites/humanresources.umn.edu/files/2019_tcd-cslr-75100-ben-0105-7.pdf
All required qualifications must be documented on application materials.
High School Diploma/GED and two years of related office and administrative experience. Training/education my substituted for up to one (1) year of experience.
Demonstrated proficiency/experience with Microsoft Office and electronic calendaring.
Proven ability to accomplish tasks with accuracy and attention to detail.
Proven ability to meet deadlines and manage tasks to completion.
Demonstrated/documented capacity to follow directions well and maintain independent responsibility for office services.
Successful customer service experience with a diverse customer/patient base.
Demonstrated experience meeting deadlines, prioritizing tasks, and handling multiple priorities;
Experience working independently with a high level of self-direction;
Excellent interpersonal skills: clearly articulates key points when interacting with medical students and faculty; addresses and listens to others in a respectful manner; handle highly confidential matter tactfully and responsibly;
Experience working in an academic or health care environment
Familiarity and experience with medical/dental terminology
Extensive experience using MSOffice Suite/Google suite of applications
Experience with the University Enterprise Financial System (EFS)
Experience managing a Purchasing Card
Experience planning, organizing and coordinating multiple events.
Demonstrated organizational skills with attention to accuracy and detail.
Internal Number: 328184
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.