Overview: The administrative assistant will be the first point of contact for assigned faculty in Pediatric Blood & Marrow Transplantation. The successful candidate will have a high degree of professionalism and interpersonal skills. The work is both project and task based and requires excellent organization, prioritization, planning, attention-to-detail and follow-through skills.
Responsibilities/Duties: Faculty Support: 60% •Manage complex faculty calendars and schedule meetings, including prioritizing and making decisions on a daily basis regarding faculty's electronic calendars to include scheduling appointments, planning meetings, and scheduling personnel interviews. •Update CV, biosketch and trainee information tables on a regular ongoing basis for assigned faculty. •Obtain and process documentation for performance appraisals, promotion and tenure, and committee responsibilities as assigned. •Coordinate travel arrangements for meetings, conferences, and speaking engagements (airline reservations, hotel reservations and meeting registration) and submit travel and miscellaneous expenses for reimbursement •Manage professional and journal memberships for assigned faculty •Assist faculty with teaching assignments by organizing syllabi, class speakers, grades and other duties. •Assist in providing information for grant proposal requests from other investigators as needed. •Onboard new faculty including ordering computers, phones, pagers, and other equipment as necessary..
Office Support: 35% •Use professional judgment and individual discretion in both simple and complex issues with little or no supervisory guidance until the issue is resolved or guidance is available. •Present a professional and welcoming administrative presence- both physically and electronically. •Using resources and logic, sort, triage, deliver, and respond to time-sensitive faxes, mailings, and electronic communications. •Respond to and initiate inquiries (questions regarding purchasing, personnel, facilities and operations). Proactively and independently troubleshoot division office space, technology, equipment, and utility issues •Assist with weekly conferences, laboratory events, and the related logistics such as setting up equipment, arranging for food, ordering supplies, making travel arrangements, and reserving rooms •Attend several classes and pass exams to become efficient in UMN EFS system to support assigned responsibilities. •Process finance transactions including expense payments, employee reimbursements, purchase orders, contracts for professional services, purchasing card transactions & purchasing card approval as needed, vendor set-up paperwork and travel reimbursements. •Explain complex policies and procedures and independently resolve problems/questions. Serve as local expert on division, department and UMN administrative policies and procedures. •Hire, train, and supervise student employee. •Work effectively as a team member with other support staff; provide back-up support for other support staff.
Laboratory Support: 5% •Maintain, renew and amend IACUC, IBC and IRB protocols for basic science laboratories using eProtocols and eResearch systems. •Organize itineraries, travel and reimbursements for lab visiting faculty. •Coordinate laboratory set-up for new employees, including ordering computers, phones and other equipment as necessary. Provide welcome materials and initial training information to new lab members. •Maintain and update lab email list, Google groups and Google calendar invite lists.
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 four years of related office and administrative experience. Training/education may be substituted for some years of experience; •Prior experience scheduling and managing complex electronic calendars for multiple professionals; •Responds to inquiries professionally, accurately and timely; •Demonstrated excellent verbal and written communication skills to include proofreading, spelling, and grammar; •Demonstrated regular attendance, punctuality, and commitment to time management; •Demonstrated commitment to professionalism; •Advanced Microsoft Office skills/experience to include Microsoft Word, Excel, and PowerPoint
Preferred Qualifications: •Prior University of MN work experience with a knowledge of the Medical School and University policies and procedures; •Prior experience supporting faculty in an academic setting; •Proven ability to work independently; •Experience with systems such as Enterprise Financial Systems (EFS), PeopleSoft, Google Apps (Calendar, Docs, Drive), Dropbox, Skype; •Previous experience supervising student employees; •Ideal characteristics include the ability to build relationships with a variety of personalities and professionals as well as work within multiple settings remaining proactive, adaptable, resourceful and efficient.
Internal Number: 331739
About University of Minnesota, Twin Cities
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