The Executive Assistant will provide high-level administrative support for the Director of Tobacco Research Program, the Tobacco Research Program and Masonic Cancer Center's Cancer Prevention and Control programs.
The selected candidate will be a flexible administrative resource, with the ability to prioritize and deal with a variety of people and tasks of varying complexity.
40% Support Tobacco Research Program Director *Effectively manage the Director’s time and schedule; manage high volume and complex calendaring requirements ensuring accurate and efficient time management in a dynamic environment *Schedule complex group meetings ensuring that stakeholders have necessary information and resources prior to the meeting, the conference room is ready and that technology needs are met *Coordinate travel including registration, transportation and lodging *Assist with publications (including Endnote) and maintain publications/library reference citations *Assist with preparation of grant proposals, renewals and progress reports (collect documents from investigators located at other institutions, gather data to create charts and graphs, format materials to meet submission standards) *Use EFS financial system to do the following: process expense reimbursements, purchase supplies, create purchase orders and reconcile PCard purchases.
25% Administrative Support for the University’s Tobacco Research Program *Plan and coordinate (schedule and set-up, arrange speakers including travel/hotel/itineraries, disseminate publicity, send announcements to program members) program events *Organize and arrange staff meetings *Manage purchasing, travel, reimbursements, honorariums, professional service contracts along with Masonic Cancer Center and Psychiatry finance.
25% Administrative Support for the Masonic Cancer Center (MCC) Prevention and Control Programs *Organize (schedule and set-up, arrange speakers including travel/hotel/itineraries, disseminate publicity, send announcements to program group members) and staff program meetings *Manage database of program member information *Monitor purchase orders and program charges *Assist with cancer center support grant application, progress reports *Attend MCC administrative meetings *Assist as needed with major MCC meetings and events including but not limited to: Annual Research Symposium, Scientific Advisory Board visit, CCSG site visit
10% TRP Operations Management. *Liaison with Research Building Management Services, Facilities Management, CTSI administration regarding clinic space to resolve any building/space issues
The employer reserves the right to change or assign other duties to this position.
Salary Range: $16.18 to $27.21 USD/hour
All required qualifications must be documented on application materials.
Required Qualifications: • High school diploma and at least four years of relevant and progressive administrative support. Education/training may be substituted for some years of experience. • Experience providing administrative support and interacting professionally with a wide range of people (i.e. executive leaders, faculty, staff, students, and visitors). • Experience assisting with meetings (e.g. scheduling, agendas, minutes), event planning, and project management. • Experience writing, editing, and proofing business communications (e.g. meeting minutes, department announcements, presentations, manuscripts, and visual aids). • Experience and proficiency with using MS Office Suite/Google suite of applications and electronic calendaring. • Demonstrated commitment to strong customer service, detail oriented, and excellent communication and interpersonal skills.
Preferred Qualifications (Selection Criteria): • Experience with EndNote, maintaining biosketches and CVs, grant proposals (collect documents, gather data, format materials to meet submission standards • Excellent written and oral communication skills • Team player with excellent interpersonal skills; enjoys helping people • Expert-level customer service skills, including both face-to-face and on the phone • Ability to work with a diverse population • Understanding of basic computer applications, network concepts, applications, and functionality within the Microsoft Windows operating system • Knowledge and understanding of financial policies and procedures including University systems and tools such as EFS, PCard, PeopleSoft, etc. • Excellent organization, prioritization, multiple task, creativity and filing systems skills • Skilled at multi-tasking and working with details, managing work flow while dealing with expected interruptions and meeting deadlines • Excellent troubleshooting and problem solving skills • Ability to make decisions in a timely manner
Internal Number: 335109
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.