The administrative assistant will be the first point of contact for faculty in the Division of Pediatric Endocrinology, in addition to supervising student workers in the division. 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. This position is located at the University of Minnesota Masonic Children's Hospital on the West Bank. We are seeking to enrich the diversity of the University community, and invite applicants from diverse communities and cultures to apply.
Responsibilities 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. • Travel planning and reimbursement, including visa support for both internal faculty and staff as well as incoming visitors. • Maintenance of CVs, credentialing, professional licensing, continuing education, and memberships. • Maintenance of faculty files and records, and assistance with faculty reviews. • Onboard new faculty including ordering computers, phones, pagers, and other equipment as necessary. • Respond in a timely manner to day-to-day email, phone, and in-person requests by and of faculty.
Office Support (20%) • 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. • Hire, train, and supervise student employees. • Work effectively as a team member with other support staff; provide back-up support for other support staff. • 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. • Provide support to medical students and residents, including sending welcome materials and schedules.
Clinical Support (20%) • Work with physicians to submit changes to clinical schedules • Provide clinic schedule and relevant division information to medical students and residents • Supervise and provide back-up assistant to student workers calling for medical records • Deliver medical records to clinic for patients being seen that day • Gather post appointment medical records and scan into patient file
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 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 in Microsoft Office Suite, including Word, Excel and PowerPoint • Proficiency in Google applications, including mail, calendar and drive • Experience scheduling and managing complex calendars for multiple professionals and arranging meetings • Demonstrated ability to respond to inquiries professionally, accurately and timely • Experience working with confidential data (health records, financial data) • Excellent verbal and written communication skills to include proofreading, spelling, and grammar • 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 work at computer for long periods of time
Preferred Qualifications • Experience in higher education, research or healthcare setting • Demonstrated ability to work with and adapt to new technologies and processes without significant direction • Experience working independently in a fast-paced environment with competing deadlines • 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 systems such as Enterprise Financial Systems (EFS), PeopleSoft, Chrome River • 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: 335355
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.