The Division of Hematology, Oncology, and Transplantation in the Department of Medicine is seeking an organized, professional, and dependable Executive Office and Administrative Assistant. This position supports multiple colleagues of all levels within the division by providing excellent communication and advanced administrative skill sets. The work is both project and task-based and requires prioritizing several assignments at the same time and a strong attention-to-detail.
Job Duties/Responsibilities 40% - Administrative Support • Manage electronic calendars for multiple faculty, including scheduling of appointments, planning/coordinating meetings, reserving rooms and notifications. • Coordinate travel arrangements for faculty (airline, hotel and meeting registrations) related to conferences and speaking engagements. • Initiate, determine and coordinate needs of each faculty. • Prepare and submit in a timely manner the Days Away form for faculty notification of being out of office and updating calendar. • Provide back-up coverage for other staff members as needed.
40% - Data and Document Management • Maintain biosketches and CVs; grant proposals (routinely collect documents, gather data, format materials to meet submission standards); update publication lists. • Prepare manuscripts for submission (access publication website for author directions to apply correct formatting to the manuscript, including references and other supporting documents). • Provide support with document processing, which includes editing and formatting. • Utilize Endnote for publishing and managing bibliographies, citations and references. • Order posters for presentations
20% - Office Processes • Greet and interact with visitors, staff and faculty in a pleasant and professional manner. • Prepare and processes financial forms in EFS including reimbursements, purchase orders, contracts and supplies. • Responsible for weekly HOT Division conference meetings with ordering lunch, setting and cleaning up of food and drink. • Track and order office and kitchen supplies. • Handle incoming and outgoing mail. General office duties as assigned by the Supervisor.
Salary Range: $16.18-$27.21
Required Qualifications (Must be documented on resume): • High school diploma/GED and four years of related office experience to include two years of experience providing administrative support for an executive level person. Training or education may be substituted for some of the years of experience. • Advanced level experience with Microsoft Word, Excel, PowerPoint, Adobe Acrobat Professional and Google suite of applications. • Experience writing, editing and proofing business communications such as correspondence, curriculum vitae, announcements and manuscripts. • Experience using electronic calendaring and managing complex calendars/schedules. • Experience supporting multiple professionals and interacting with a wide range of people (executive leaders, staff and vendors). • Able to effectively prioritize and meet deadlines. • Proficiency in written and oral communications, and substantial organizational skills. • Strong sense of discretion; ability to handle confidential information. • Ability to learn and apply a thorough understanding of the organization and its functional policies and processes.
Preferred Qualifications • Proficient multi-tasking skills, detail-oriented, manage work flow while dealing with interruptions and meeting deadlines. • Experience using EFS (University online financial system) in processing transactions such as reimbursements, purchase orders, supplies, contracts, and supplies. • Experience using Endnote. • Demonstrated ability to share learning and collaborate with administrative support staff. • Demonstrated ability to contribute to team work product. • Ability to work with diverse groups and address and listen to others in a respective manner.
Internal Number: 332425
About University of Minnesota, Twin Cities
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