The position provides executive level administrative support for the Department of Medicine chair’s office and additional support as needed for other executive leaders. As the department executive suite’s primary reception point-of-contact, the incumbent interacts with internal and external parties including C-level executives, deans, chairs, and faculty. The incumbent functions as a key point-of-contact and information liaison for the Department.
Operations (60%) - Handles communication and access to the Chair using sound judgement and decision making. Triages emergent and significant issues prioritizing, escalating and resolving appropriately. - Effectively manages the Chari’s time and schedule; manages a high volume and complex calendaring requirements ensuring accurate and efficient time management in a dynamic environment. - Handles signature and routing of confidential, financial, and research related documentation. Obtains appropriate approvals from subordinate managers prior to chair signature. - Coordinates committee meetings, disseminating and storing confidential materials. Takes and distributes meeting minutes. - Files paper and electronic documents, assembles reports and binders. - Manages and processes financial transactions and ensures compliance with department and University policies within established deadlines. Maintains detailed copies of expense reports and receipts. - Coordinates complex multi-day travel and conference itineraries and arrangements for chair, visiting faculty, speakers and guests. - Maintains updated e-mail address books and distributes communications on behalf of Chair. - Transcribes letters and medical notes. Manages the Chair’s ongoing research bibliography including maintaining end note library, entering references, downloading references from PubMed, and downloading and printing publications. - Monitors the department’s general e-mail and repond to e-mails or forwards appropriately.
Project Management and Coordination (20%) - Manages large events and conferences from inception to end. Plans, manages, communicates, and executes the on-going central schedule of core and ad hoc events for the executive offices. - Provides administrative support for key leadership searches, including division directors. Staffs search committees, organizes candidate visits and hosts candidates during their visits, processes all related financial transactions and collects and organizes candidate feedback. - Works effectively as a team member and provides backup coverage for other administrative staff as needed. Other duties and special projects as assigned.
Supervision (20%) - Supervise administrative staff employee to include delegating and directing work, mentor and coach, complete annual performance appraisal, and monitor performance. - Supervise students/staff from other assigned units to support project and events as needed.
The University of Minnesota offers a comprehensive benefits package including:
Competitive wages, paid holidays, vacation and sick leave
Low cost medical, dental, and pharmacy plans
Health care and dependent daycare flexible spending accounts
Excellent retirement plans with employer match
Disability and employer paid life insurance
Wellbeing program with reduced insurance premiums
Tuition reimbursement opportunities covering 75%-100% of eligible tuition
Student loan forgiveness opportunity
Opportunities for growth and promotion
Employee Assistance Program
For more information regarding benefits: https://humanresources.umn.edu/sites/humanresources.umn.edu/files/2018_tcd-cslr-75100-ben-0105-7.pdf
All required qualifications must be documented on application materials.
Required Qualifications: - BA/BS or a combination of related education and work experience to equal four years. Some of these years must be progressive administrative support. - Experience providing administrative support to executive leaders in a complex environment, handling confidential and sensitive materials with discretion, and interacting professionally with a wide range of people (i.e. executive leaders, faculty, staff, students, and visitors). - Supervisory experience to include defining projects, delegating work, setting expectations, monitoring performance, and coaching. - Experience writing, editing, and proofing business communications such as meeting minutes, department announcements, presentations, manuscripts, and visual aids. - Experience supporting complex electronic calendars. - Experience prioritizing competing projects, planning, and executing projects and events. - Experience using MS Office Suite and Google Suite of applications. - Demonstrated commitment to strong customer service, detail oriented, and excellent communication and interpersonal skills.
Preferred Qualifications: - Experience providing administrative support to executive leaders in a complex higher education or healthcare environment, handling confidential and sensitive materials and information with discretion. - Experience within the University of Minnesota Medical School and familiarity with University systems and tools such as EFS, PCard, PeopleSoft, etc. - Additional years of relevant and progressive experience. - Ability to perform and independently complete projects and tasks.
Internal Number: 327395
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.