This position is a temporary 12 month position to possible to be renewed.
The Division of Pulmonary, Allergy, Critical Care and Sleep (PACCS) a Division with 35+ faculty, is seeking an administrative assistant with a combination of advanced administrative skills and professionalism to support multiple faculty. Manage faculty's calendar and meetings, using institutional knowledge to help prioritize time utilization. Develop and utilize a detailed knowledge of the Divisional, Departmental, School and Hospital administrative structures in order to help prioritize communication, meetings and other activities and to generate draft documents. Disseminate information to faculty and administrators regarding a range of issues and in prioritizing of problem-solving and time management. Currently the majority of this work is from home, but there will be weekly onsite work.
Responsibilities include: Administrative Support - 50% â— Format faculty CV's to University of Minnesota Medical School format and keep updated on an ongoing basis, using Works. â— Assist with calendaring and scheduling of meetings/events for assigned faculty. â— Schedules and organizes meetings; researches various types of information to prepare for meetings, conferences, and events; prepares relevant materials; prepares minutes from complex discussions and/or meetings as requested by faculty and Administrative Manager. - Coordinates travel arrangements and travel itineraries. â— Document Preparation/Editing/Submission â— Enters schedules into online scheduling software (Qgenda, Amion, and Amcom) and management of change requests. â— Prepare/edit scientific and administrative presentations, as requested by faculty and Administrative Supervisor â— Maintain up to date knowledge and current software updates for preparation of complex documents, presentations and materials for publication (Google Drive, Microsoft Office, Adobe Acrobat, Photoshop, etc.). â— Bi-weekly campus visit to pick up and distribute mail and deliveries; distribute faxes; check office supplies and other on-campus projects
Division Projects - 20% â— Participate in Division and Departmental short - and long - term projects. â— Assist in the development and maintenance of office management systems â— Assist the Senior Administrative Director in special projects and other administrative tasks.
Financial Management -15% â— Reconciles faculty and staff P-Cards as required BEA â— Submits PO's as required by transaction â— Use of Chrome River to process faculty and staff reimbursements â— Order office supplies, hardware and miscellaneous office duties.
Space, Technology Support -10% â— Assist with technology for division, recommending and ordering software and hardware, troubleshooting conference room equipment, managing teleconferencing equipment and arrangements for large meetings â— Assist in Division space management on projects related to maintenance and other related issues dealing directly with the Facilities Department, including working with other Division and Departmental staff.
Other Duties as Assigned - 5 %
Salary Range $18.67 - $28.45
All required qualifications must be documented on application materials
Required Qualifications â— High School Diploma/GED and four (4) years of related administrative support experience. Training or education may be substituted for some of the years of experience â— Ability to multi-task, prioritize, and working independently and as a team member in a fast-paced, deadline-driven environment â— Proficiency in Microsoft Office Suite, including Word, Excel, and PowerPoint, as well as Google applications (calendar, email, drive). â— Experience managing complex calendars for multiple individuals and arranging meetings (e.g., ad hoc, daily and recurring weekly/ monthly meetings). â— Strong written communication skills, to include experience and skill with drafting and editing correspondence - spelling, grammar, clarity, punctuation, etc. â— Experience proofing business documents and communications such as presentations, manuscripts, letters of recommendation.
Preferred Qualifications â— Experience independently managing administrative projects, performing complex, detail-oriented tasks, and setting priorities â— Experience in higher education, research or healthcare setting â— Experience working with financial documents such as purchase orders and reimbursements â— Experience with RedCap, SurveyMonkey or other survey software â— Flexible approach to work (i.e., able to deal with short turnaround times and last minute requests) â— Working knowledge of Chrome River preferred & EFS â— Demonstrated ability to work with and adapt to new technologies and processes without significant direction â— Experience managing conference room equipment including arrangements for teleconferencing
Internal Number: 340717
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.