Upper Midwest HERC

Title: Office Administrator - ODEI
Job Code & Class: 8208A2 (Administrative Associate 2)

About the Position
The Medical School’s Office of Diversity, Equity, & Inclusion’s Office Administrator will provide support to the office’s programs and senior staff. The position involves managing complex calendars, handling highly delicate and confidential matters, developing and implementing policies and communications, managing events, and collaborating with various organizations within and outside the University.

Duties and responsibilities include but are not limited to:

Communications  (20%)

• Oversee connecting inquiries to resources or staff as well as providing answers and information as the first point of contact of all ODEI programs.
• Collaborate with leadership to develop, draft and implement policy and communications on behalf of the Vice Dean for Diversity, Equity and Inclusion in the Medical School.
• Ability to speak with faculty, leadership and staff with articulate and meaningful insight, oftentimes in public forums.
• Manage the ODEI student interview and hiring process, conduct interviews and make recommendations based on the same.
• Craft, compile, and coordinate records from weekly meetings, seminar series, and maintaining ODEI’s web page content.
• Delegate responsibilities to student staff relating to event planning, staffing and execution.

Governance, policy and procedure (15%)

• Demonstrate expert communication and interpersonal skills to interact diplomatically, navigate and manage highly delicate and confidential matters concerning Medical School faculty, staff, students, and trainees. Maintain equanimity in the face of resistance or contrary opinions.
• Research and develop formulas to render and interpret data in collaboration with the Office of Faculty Affairs, Human Resources, and Office of Medical Education in support of Dean's Office initiatives, such as demographic information.
• Manage highly complex faculty governance matters relating to the Medical School Bylaws and Constitution.
• Implement strong critical thinking skills, attention to detail, and the ability to remain calm under pressure

Events Management (10%)

• Manage event planning and oversight of college-wide events, as determined by the Vice Dean and Director.
• Coordinate and schedule all logistics related to meetings, including reserving meeting rooms, arranging for audio/visual equipment, and sending out invitations and reminders to participants.
• Ensure that all necessary materials and documents are prepared and distributed in advance of meetings, and take accurate and detailed minutes during meetings to document discussions and decisions.
• Assist in preparing for presentations by conducting research, compiling and analyzing data and statistics, creating visual aids, and proofreading materials for accuracy and clarity.
• Coordinate the logistics of the presentations, including booking meeting rooms, arranging for audiovisual equipment, and ensuring that all desired parameters are met.

Leadership and external constituent support (20%)

• Collaborate with leadership to determine and recommend training needs by assessing efficiency of communication and technology to enhance programming and implement new offerings; interpret data to forecast attendance.
• Develop, create, and implement curricular, survey, scheduling and evaluation of programs; use detailed knowledge of design to develop and create presentation and marketing materials for leadership and programs, adhering to university policy.
• Extensive knowledge of Microsoft Office Suite to analyze, develop, create and implement procedures and processes to ensure timely responses and communications with the 27 medical school departments, and stakeholders.
• Collaborate and communicate with organizations throughout and outside the University to include: Medical School Dean’s Office, Medical School Duluth Campus, Office of Equity and Diversity, University of Minnesota Physicians, M Health Fairview, Health Sciences, and Affiliated Hospitals.
• Management of complex events with multiple constituents and vendors from locations in and outside the university including lectureship series, seminars, workshops and orientation.
• Interface with the University at large, and establish connections with the wider community, to establish philanthropic opportunities, and foster relationships with these stakeholders to find ways to collaborate effectively towards the goals of the Medical School's ODEI.

Executive Support (25%)

• Support Medical School Vice Dean for Diversity, Equity and Inclusion administratively, manage highly-complex calendars including clinical, research, and administrative activities across multiple organizations.
• Represent the ODEI to other administrative units and outside entities and provide support to ensure undisrupted service for the executive leaders and their functions, including the hiring and supervision of a student worker.
• Coordinate and process grants and applications assisting from the solicitation for participation through award feedback to applicants.
• Liaison and support for the director as required and provide support and backup for other committees as needed.
• Handle special assignments and projects as needed.

Director Support (10%)

• Support Medical School Director of Diversity, Equity and Inclusion administratively, manage highly-complex calendars including clinical, research, and administrative activities across multiple organizations.
• Liaison and support for Vice Dean as required and provide support and backup for other committees as needed.
• Assist with updating and editing letters as needed, and ongoing selections and edits to CV+ bio scrubs.
• Inform, support and collaborate with the ODEI’s Office at large including the unit for Learning and Development to assist in their mission to develop a crucial baseline knowledge of the fundamentals of diversity, equity, and inclusion and its intersection with various stakeholders in the healthcare field.

All required qualifications must be documented on application materials

Required qualifications

• Bachelor’s Degree with at least two years of experience or a combination of related education and work experience to equal 6 years
• Experience supporting an executive-level leader administratively.
• Computer experience in a networked environment, including experience with Google Applications and Microsoft Office.
• Experience with database management.
• Demonstrated ability to work as part of a team, but also work independently.
• Experience organizing and prioritizing multiple requests/tasks.
• Demonstrated commitment to critical and creative thinking to prompt creative problem solving and growth
• Demonstrated discretion and ability to maintain confidentiality.
• Ability to work flexible hours when necessary.
   

Preferred qualifications

• Professional interpersonal skills, demonstrated ability to work and communicate productively with faculty, staff, and internal and external constituents.
• Excellent writing and editing skills, in order to create program materials, write drafts of various communications, and reports.
• Ability to manage and prioritize a diverse range of responsibilities and projects, and produce timely results in an unstructured, fast-paced environment.
• Ability to work independently, creatively and collaboratively in a fast paced environment.
• Demonstrated experience with electronic communications, including experience with web content systems.
• Demonstrated ability to effectively manage up, including the ability to understand the goals and priorities of executive-level leaders, communicate with them in a clear and concise manner, anticipate their needs, and provide support and assistance to ensure their success
• Proven ability to effectively manage complex situations, including the ability to analyze problems, identify potential solutions, and develop and implement strategic plans to achieve desired outcomes.
   

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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