Duties/Responsibilities • Provide primary administrative support for faculty and associated staff. Initiate, determine and coordinate needs of each faculty and provide other administrative duties as assigned. • Manage complex faculty calendars and schedule meetings, including making decisions on a daily basis regarding the faculty’s electronic calendars to include scheduling appointments, planning/coordinating meetings, and scheduling personnel interviews. • Communicate effectively via email with faculty availability for meeting requests and documentation. • Manage faculty clinical schedules including online scheduling software such as Amcom/QGenda. Prepare and submit in a timely manner any days away for faculty notification of being out of office; and attending schedule change form updating faculty calendars and confirm changes in QGenda. • Coordinate travel arrangements for faculty (airline reservations, hotel reservations, and meeting registration) related to conferences and speaking engagements. • Facilitate any faculty meetings including meeting logistics, agenda preparation, meeting minutes, food arrangements, email notices, and zoom scheduling. • Assist faculty in creating and distributing research-related and Divisional surveys using various survey platforms such as REDCap and Survey Monkey. • Provide support with composing, typing, editing, and/or formatting correspondence, curriculum vitae, manuscripts/reviews/abstracts, bibliographies, grant paperwork and reports, and Promotion and Tenure dossiers. • Coordinate office set-up for new faculty and staff, including ordering computers, phones, and business cards. • Maintain and order office supplies as necessary. • Provide administrative support for ongoing faculty projects. • Process financial transaction including purchasing card transactions and employee reimbursements. • Coordinate faculty website content. • Provide back-up coverage for other admin staff members as needed.
50% Administrative Support for IDIM Interim Division Director •Full calendar management including scheduling meetings, meeting minutes. •Point person responsible for oversight, management and coordination of 1:1 requests such as general orders, pager issues, computers, facilities and space needs, clinic changes, HR, etc. •Financial transactions including check requests, reimbursement entry (Chrome River), contracts, etc. •OFA and OFAD coordination and support including annual appraisals, affiliate site faculty.
30% General Faculty Administrative Support: 1885 responsible for initiating request, and follow thru to completion both correctly and in a timely manner: •HR requests, financial (service agreements, Chrome River, ordering), space and facilities requests, IT troubleshooting, OFAD (promotions, CV), pre/post award (coordination), scheduling meetings and calendaring, clinical scheduling (QGenda) •Serve as resource to faculty and staff for adhoc projects and queries.
20% General Office Support: • Provide front office presence, and assist with general inquiries as needed. The role is responsible for ensuring smooth general office operations: • Serve as departmental information source, answering and triaging phone calls. • Handle all forms of communication such as mail, FedEx and package delivery and distribution. Coordinate and route IDIM division email address and general phone/fax lines.
Salary Range: $18.67 - $28.45
Required Qualifications (Must be documented on application materials) • 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 troubleshoot and solve problems, and answer questions from students, staff and faculty. • 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 • 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: 339229
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.