Upper Midwest HERC

The School of Public Health division of Epidemiology and Community Health (EpiCH) is seeking applications for a full-time (40 hours a week) Administrative Associate 1 position (8208A1). 

Starting Salary Range dependent upon selected candidate’s relevant experience/education and internal equity: $41,600-$57,200 and $20.00-$27.50

Work Arrangements: Hybrid, onsite location is 300 West Bank Office Building (WBOB); Core business hours are 8-4:30pm M-F, with some flexibility with start and end times  

The School of Public Health (SPH) is committed to antiracism and anti-oppression and welcomes you to join us in our pursuit of building equity and driving justice. We particularly encourage applications from those who belong to groups that have been historically underrepresented in our School, including those who are Black, Indigenous, and people of color, those with disabilities, veterans, and those from LGBTQIA+ communities. 

Please note: At this time, the University’s employment site is limited in how it collects applicant demographic information. Applicants are encouraged to provide their preferred name and/or pronouns within their attached application materials.

This position is a first professional level administrative associate responsible for collaborating and partnering with leads of the general operations groups in the division of EpiCH in such areas as communications, budget/finance, procurement, facilities management, outreach, events/conferences, and faculty affairs. The person in this position will develop competence by performing structured work assignments, identifying problems and all relevant issues in complex situations, able to assess each using standard procedure and make sound decisions. In addition, this person will receive instruction, guidance and direction from others.  

Responsibilities:

• Administrative support for the division of EpiCH faculty and staff (75%)
• Manuscripts/Publications/Bibliographic/Grant management (15%)
• Additional Administrative Responsibilities (10%)

Detailed Description of Responsibilities:

Administrative support for the Division of Epidemiology & Community Health faculty and staff (75%)

• Provides independent administrative support in a fast-paced environment with many competing demands requiring imitative and the ability to quickly adapt to short deadlines and last minute requests
• Develops and oversees administrative and operational workflow to manage and execute assigned projects
• Conducts analysis and makes recommendations to improve efficiencies and effectiveness of business operations to best align with the division’s goals.
• For assigned projects, develops communication plans to engage the division faculty, staff and students to include follow through and evaluation
• Provides support as needed for finance including procurement, reconciliation of expenses, vendors set-ups and service contact requests. 
• Assists as requested with arrangements for annual faculty evaluations, promotion and tenure reviews, faculty and committee meetings, and minutes
• Works collaboratively with researchers to draft and revise tables and charts for clear, accurate, and professional appearance in publications, reports, posters, and presentations using Word, Excel, or PowerPoint as needed
• Uses advanced PowerPoint skills for preparation of presentations and posters
• Prepares detailed itineraries and coordinates processing of pre- and post- travel documentation in compliance with official policy of external funding organizations and the University of Minnesota
• Maintains careful records to ensure follow-through and successful communications
• Acts as a representative of the division/faculty/staff/students on specifically assigned matters.  

Manuscripts/Publications/Bibliographic/Grant management (15%)

• Works with authors to finalize manuscripts for publication, including detailed editing of references to conform to various journal requirements, formatting complex graphs and tables, and placement of images into manuscripts
• Demonstrates advanced proofreading skills and attention to detail for review of materials before submission of manuscripts, grant proposals and/or other materials
• Uses bibliographic software skills (EndNote, Works, etc.) to maintain extensive publications lists for curriculum vitae and grant applications, as well as for references in journal publications, website lists, and progress reports
• Ensures that publication data is current, track publications, work with multiple authors/contributors, and ensuring compliance with the PubMed Central (PMC) process

Additional Administrative Responsibilities (10%)

• Schedules and attends meetings and provides support and leadership as requested for special projects and initiatives.
• Performs additional management of projects and tasks as requested by Division Head, Division Administrator and other stakeholders.
• Serves as key contact with event coordination and execution.

Are you excited about this job and meet the required qualifications, but your past experience doesn't align perfectly with every preferred qualification? Studies have shown that women and people of color are less likely to apply to jobs unless they meet every single qualification. If this is you, we strongly encourage you to apply because you just may be the right candidate for this or other roles.

All required qualifications must be included in the application materials

Required Qualifications:

• BA/BS or a combination of related education and work experience to equal four years; applies knowledge and skill with emphasis typically on prevision and timeliness of execution.
• Must be able to prioritize work while maintaining flexibility for timelines, deadlines, and urgency of specific tasks
• Must be able to work independently as well as with a team 
• Excellent verbal and written communication, organizational, time management and problem-solving skills
• Knowledge of and experience with Microsoft Word, Excel, and PowerPoint

Preferred Qualifications:

• Demonstrated writing and editorial skills
• Experience working in an academic or research setting
• Experience and advanced knowledge of word processing, spreadsheet (including graphs and charts), and presentation software
• Experience in manuscript preparation and submission, to include knowledge of bibliographic management software
• Endnote experience

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.

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