The Division of Pulmonary, Allergy, Critical Care and Sleep (PACCS) is seeking an administrative assistant with a combination of advanced administrative skills and professionalism to directly represent and support the Division Director and CLSH Director. Manage Division Director’s calendar and meetings, using institutional knowledge to help prioritize time utilization. This individual also participate in and coordinate his work as CTSI Associate Director of the Education, Career Development & Training core (CTSI-Ed). Develop and utilize a detailed knowledge of the Divisional, Departmental, School and Hospital administrative structures in order to help prioritize communication, meetings and other activities and to generate draft documents. Disseminate information to faculty and administrators regarding a range of issues and in prioritizing of problem-solving and time management. Participate in academic manuscript and grant preparation, for PACCS and CTSI, including organization of references; draft wide range of correspondence.
Job Duties/Responsibilities 20% - Scheduling (10% PACCS Division; 10% CTSI) â— Manage complex Director’s calendar and schedule meetings, including making decisions on a daily basis regarding the faculty’s electronic calendars to include scheduling appointments, planning/coordinating meetings, and scheduling personnel interviews. â— Assist in scheduling leadership meetings for the Division Director â— Enter schedules into online scheduling software (QGenda, Amion and Amcom) and manage change requests. â— Maintain communication with CTSI on Director’s CTSI activities and schedule/availability. â— Ensure Director receives documents and information sent to him, and follow up to ensure deadlines are met.
25% - Grant Support (10% PACCS Division; 10% CTSI) â— Prepare and process grants and grant-related documents for the Division Director and for CTSI-Ed core, and for selected Division Faculty â— Keep current and organize/maintain Division's information files on various granting agencies and foundation protocols and deadlines. Create and/or edit grant contents and documents. â— Provide support for Division Director’s roles in NIH training grant and CTSI-Ed, including interacting with grant trainees, organizing meetings â— Assist with budget preparation; gather information from both internal and external sources. â— Work with internal regulatory offices, i.e. IACUC and IRB, and help insure that faculty maintain appropriate compliance. â— Maintain Division databases and files for grant renewals. Create and route grant forms based on University policies (EGMS, PRF, SPA).
55% - General Administrative Support (50% PACCS Division; 5% CTSI) â— Assist Division Director in correspondence, preparation of grant reviews and other administrative activities, and organization of computer-based and paper files â— Participate in Division and Departmental short- and long-term projects. â— Work with CTSI-Ed Assistant Director and staff on CTSI-Ed activities â— Assist in the development and maintenance of office management systems; disseminate and maintain division schedules. â— Assist the Senior Administrative Director in special projects and other administrative tasks. â— Serve as backup for Front Desk staff as necessary. â— Assist faculty in creating and distributing research-related and Divisional surveys using REDCap and Survey Monkey. â— Serve as departmental information source, answering and triaging phone calls. â— Provide administrative support for ongoing faculty projects. â— Support technology and process based projects
Salary Range: $16.18 to $27.21 USD/hour
All required qualifications must be documented on application materials.
Required Qualifications • High School Diploma/GED and a minimum of four (4) years of progressive executive level administrative support experience. Training or education may be substituted for some of the years of experience. • Proficiency in Microsoft Office Suite, including Word, Excel, and PowerPoint, as well as Google applications (calendar, email, drive). • Experience managing complex calendars for multiple individuals and arranging meetings (e.g., ad hoc, daily and recurring weekly/monthly meetings). • Experience working with one or more professionals who are in a leadership position (e.g., division director, committee chair, clinic manager). • Experience proofing business documents and communications such as presentations, manuscripts, letters of recommendation. • Experience working with financial documents such as purchase orders and reimbursements • Strong written and oral communication skills, including experience and skill with drafting and editing correspondence - spelling, grammar, clarity, punctuation, etc. • Experience independently managing administrative projects, performing complex, detail-oriented tasks, and setting priorities • Ability to manage multiple projects with timelines and deadlines simultaneously and prioritize needs and activities • Excellent interpersonal skills and judgement • Excellent organizational skills and ability to understand complex organizational structures and their operation
Preferred Qualifications • Experience with RedCap, SurveyMonkey or other survey software • Experience in higher education, research or healthcare setting • Demonstrated ability to work with and adapt to new technologies and processes without significant direction • Experience helping prepare grant applications • Experience working independently in a fast-paced environment with competing deadlines • Flexible approach to work (i.e., able to deal with short turnaround times and last minute requests)
Internal Number: 330734
About University of Minnesota, Twin Cities
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