This position fosters an engaging and professional environment committed to respect, inclusivity, continuous improvement and teamwork. The primary function of this position is to work within policies and procedures to provide administrative support to the staff and faculty of Pediatric Cardiology. The successful candidate will have excellent communication skills, a strong ability to prioritize work, exceptional attention to detail and follow-through, strong critical thinking skills and judgment, a strong and proactive customer service orientation, reliability, and the ability to work both autonomously and as part of a team
Responsibilities: Administrative Support to Faculty (60%)
Provide administrative assistance to Pediatric Cardiology faculty and staff to include electronic calendaring and resolution of scheduling conflicts, schedule coordination with clinical staff and departmental divisions, organization of faculty-initiated meeting requests, facilitate communication between faculty and clinical staff, typing/editing/proofreading correspondence/documents/reports/etc.
Travel planning and reimbursement.
Maintenance of CVs, credentialing, professional licensing, continuing education, and memberships. Maintenance of faculty files and records, and assistance with faculty reviews.
Respond in a timely manner to day-to-day email, phone, and in-person requests by and of faculty.
Responsible for phone coverage during office hours. Answer in-person and phone inquiries in a professional and efficient manner, direct callers and/or relay messages.
Greet Pediatric Cardiology visitors and notify faculty that guests have arrived. Direct students, faculty, staff, and visitors to the appropriate resources or individuals.
Provide direction to patient calls and inquiries for assistance; Monitor voicemail for front desk phone line and distribute or respond to messages as appropriate.
Receive and distribute mail and packages for faculty and staff.
Shared Division Administrative Support (20%)
Daily monitoring and distribution of incoming faxes, mail, and other deliveries.
Back-up for other administrative staff in Pediatric Cardiology office
Assist administrative staff with planning and set-up/clean-up of division events as needed.
Other duties as assigned
Salary Range: $16.18 to $27.21 USD/hour
***Required qualifications must be documented on application materials***
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/experience in Microsoft Office Suite, including Word, Excel and PowerPoint
Proficiency/experience in Google applications, including mail, calendar and drive
Experience managing complex calendars for multiple individuals and arranging meetings. Experience scheduling meetings and special events, often requiring sensitive, timely communications with faculty and staff and coordination with University offices
Experience proofing business documents and communications such as presentations, manuscripts, letters of recommendation, etc.
Experience working with confidential data (health records, financial data)
Strong written and oral communication skills, including experience and skill with drafting and editing correspondence
Demonstrated experience in using interpersonal, organizational and problem-solving skills, multitasking in a fast-paced environment, working independently, showing initiative and meeting deadlines.
Demonstrated exceptional customer service skills and professional demeanor are critical to success in this position.
Demonstrated ability to independently solve problems and answer questions from students, staff and faculty. Refer to the director and other offices as needed.
Ability to sit/stand at desk for long periods of time.
Ability to work at computer for long periods of time.
Ability to lift and carry up to 30 pounds (on occasion)
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
Prior University of MN Work experience with knowledge of the medical school and university policies and procedures
Familiarity with M Health policies and procedures
Experience with EPIC
Experience with Enterprise Financial System
Experience with Chrome River software
Typing speed and accuracy of 50 wpm or more
Internal Number: 331094
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.