Job Duties/Responsibilities 50% - Administrative Support -Format faculty CV's to University of Minnesota Medical School format and keep updated on an ongoing basis. - Assist with calendaring and scheduling of meetings/events for assigned faculty. - Schedules and organizes meetings; researches various types of information to prepare for meetings, conferences, and events; prepares relevant materials; prepares minutes from complex discussions and/or meetings as requested by faculty and Administrative Manager. - Coordinates travel arrangements and travel itineraries. - Document Preparation/Editing/Submission - Enters schedules into online scheduling software (Qgenda, Amion, and Amcom) and manage change requests. - Prepare/edit scientific and administrative presentations, as requested by faculty and Administrative Supervisor - Maintain up to date knowledge and current software updates for preparation of complex documents, presentations and materials for publication (Microsoft Office, Adobe Acrobat, Photoshop, etc.). - Disseminate information to faculty and administrators regarding a range of issues and in prioritizing of problem-solving and time management. - Sort and prioritize mail; file and retrieve documents.
20% - Division Projects - Participate in Division and Departmental short - and long - term projects. - Assist in the development and maintenance of office management systems - Assist the Senior Administrative Director in special projects and other administrative tasks.
15% - Financial Management - Reconciles faculty and staff P-Cards as required BEA - Submits employee reimbursements and PO's as requested by assigned staff & faculty - Use of Chrome River to process faculty reimbursements - Use of EFS for reimbursements - Order office supplies, hardware and miscellaneous office duties.
10% - Division Space, Facilities, and Technology - Assist with technology for division, recommending and ordering software and hardware, troubleshooting conference room equipment, managing teleconferencing equipment and arrangements for large meetings - Assist in Division space management on projects related to maintenance and other related issues dealing directly with the Facilities Department, including working with other Division and Departmental staff.
5% - General Division Administrative Activities - Provide back-up for the front desk, including phones - Responsible for procurement of office-related goods ands services - Provide back-up for daily mail pickup, office machine maintenance and other duties as assigned
Salary Range: $16.8 to $27.21USD/hour
The Division of Pulmonary, Allergy, Critical Care and Sleep (PACCS) a Division with 35+ faculty, is seeking an administrative assistant with a combination of advanced administrative skills and professionalism to support multiple faculty. Manage faculty's calendar and meetings, using institutional knowledge to help prioritize time utilization. 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.
Required Qualifications (Must be documented on resume): • High School Diploma/GED and four (4) years of progressive executive level administrative support experience. Training or education may be substituted for up to two (2) years of experience • Experience typing of approximately 55 wpm • Ability to multi-task, prioritize, and working independently and as a team member in a fast-paced, deadline-driven environment • 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 proofing business documents and communications such as presentations, manuscripts, letters of recommendation. • Experience working with financial documents such as purchase orders and reimbursements
Preferred Qualifications Experience independently managing administrative projects, performing complex, detail-oriented tasks, and setting priorities • Experience in higher education, research or healthcare setting • Experience with RedCap, SurveyMonkey or other survey software • Demonstrated ability to work with and adapt to new technologies and processes without significant direction • Flexible approach to work (i.e., able to deal with short turnaround times and last minute requests) • Working knowledge of Chrome River preferred & EFS • Experience managing conference room equipment including arrangements for teleconferencing • Strong written communication skills, to include experience and skill with drafting and editing correspondence -spelling, grammar, clarity, punctuation, etc.
Internal Number: 331357
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.