The Division of Orthodontics seeks a 80% administrative support person for a temporary appointment from December 2018-September 2019. This position will be Monday – Friday, 32 hours per week with schedule determined on a month-to-month basis, based on the needs of the division. Possible arrangements include 4 or 5 days per week with varying business hour combinations.
The Administrative Support position in Orthodontics supports all Division faculty including the Division Director. This role is vital to the Division running smoothly as it plays a role in supporting courses, entering grades, managing calendars and meetings, coordinating events, and ensuring the Division office is well organized and the person is helpful to visitors and employees. Ideal candidate meets all required qualifications, is friendly and outgoing and able to handle multiple requests and tasks with a positive attitude and executing and accomplishing complex tasks fully and on time.
Duties and Responsibilities:
35% Maintain files, make and schedule travel arrangements and documents, process reimbursements for Division faculty and residents, process expense reports and reconcile procurement card purchases. Prepare PO’s, prepare deposits for checks/cash, set up new vendors, coordinate Contract for Professional Services, ordering of all supplies for division, receive merchandise in EFS system. Make travel arrangements and prepare travel documents for faculty; draft and prepare correspondence for division (letters, memos, course materials, type manuscripts, exams, course syllabi, etc), establish and maintain files as well as database of division contacts. Maintain and create electronic filing systems in compliance with office standards. Assist and may coordinate mail responsibilities for 6th floor. Act as receptionist for the Division including keeping the office in a professional manner and organized, greeting visitors, direct deliveries or meeting attendees, respond to various inquiries, answer Division phone calls, return voicemail and calls on behalf of faculty as needed. Answer in-person, electronic and phone inquiries in a professional, efficient manner. Other duties as assigned.
65% Manage/support all division faculty academic and professional calendars and manage conference room calendar. Support the Division Director with all administrative support needs and support the Program Director with faculty support needs (non-residency related). Support the Resident coordinator as needed, which may include: Expense reimbursements, entering grades, registering for courses, assisting with arrangements for interview day and graduation and other events, requesting access for system privileges on behalf of the resident or similar duties as directed by the Resident Coordinator and supervisor. Support full time faculty in preparing and updating course materials, utilize Office of Measurement Services for analysis of exam scores, post grades in Moodle or Canvas and send to registrar via PeopleSoft, may order materials and supplies for courses. May create, maintain, and edit Moodle or Canvas sites for courses. Submit faculty rosters on a semester basis to human resources to ensure proper pay for time worked. Prepare and submit honorarium documents to ensure proper pay for guest lecturers. Support other areas and administrative support team members in the Department and School as needed. Other duties as assigned.
Hourly Salary Range: $15.69 to $22.47 USD/hour
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.
High School Diploma/GED and two years of related office and administrative experience. Training/education may substituted for up to one (1) year of experience.
Experience with Microsoft Office programs and tools available in the google suite.
Experience assisting with meetings (scheduling, agendas, and minutes), event planning, and/or project management.
Administrative support experience in creating and editing correspondence, organizing events.
Proven ability to accomplish tasks with accuracy and attention to detail.
Proven ability to meet deadlines and manage tasks to completion.
Capacity to follow directions well and maintain independent responsibility for office services.
Proven successful experience working with people with a broad range of experience at many levels of an organization and with diverse audiences.
Demonstrated success simultaneously managing multiple projects and priorities following deadlines and under general guidelines.
Demonstrated excellent written and verbal communication skills.
Demonstrated experience providing outstanding customer service to diverse audiences and customers and/or clients.
Demonstrated ability to maintain a positive attitude and flexibility during times of change.
Experience working in an academic or health care environment.
Familiarity and experience with medical/dental terminology.
Extensive experience using MSOffice Suite/Google suite of applications.
Experience with the University Enterprise Financial System (EFS).
Experience managing a Purchasing Card.
Experience planning, organizing and coordinating multiple events.
Demonstrated experience meeting deadlines, prioritizing tasks, and handling multiple priorities.
Experience working independently with a high level of self-direction.
Excellent interpersonal skills: clearly articulates key points when interacting with medical students and faculty; addresses and listens to others in a respectful manner; handle highly confidential matter tactfully and responsibly.
Demonstrated organizational skills with attention to accuracy and detail.
Internal Number: 327733
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.