OVERVIEW The Administrative Coordinator provides day-to-day support to the student affairs unit and executive level support to the assistant dean of Student Affairs within Undergraduate Medical Education at the University of Minnesota Medical School. Support includes managing calendars, scheduling travel, submitting reimbursements, serving as liaison (organize, manage, facilitate, lead) to standing committees, preparing annual reports and contributing to department projects. The position will interface with employees, students and faculty throughout UME and the larger Office of Medical Education.
Manage the calendars for one senior leader. Includes one on one as well as large group commitments. Involves interaction with staff, students, and other senior leaders Requires strong communication skills, flexibility, ability to prioritize and juggle competing demands and to schedule ad hoc meetings with internal and external participants as requested
Oversee conference room scheduling and availability
Coordinate travel arrangements, conference registrations, and special purchasing for UME associates and visiting faculty
Committee Management and Meeting Oversight (40%)
Serve as primary liaison and lead administrator to the Committee on Student Scholastic Standing (COSSS)
Work with stakeholders to identify needs and prepare agendas
Collect, prepare, distribute meeting materials
Monitor membership and attendance
Record decisions, take minutes, prepare transcripts, maintain files
Schedule and set up meeting space, including related pre- and post-COSSS meetings, sub committee meetings, and other meetings as requested
Manage video conferencing
Track topics to be revisited
Project and Program Management (15%)
Supports Gold Humanism Honor Society (GHHS), Alpha Omega Alpha (AOA)
Managing travel grants program for medical students
Organizes student locker assignments
Back-up Support (10%)
With Office of Medical Education colleagues, provide back-up as needed for major event staffing (examples: graduation, white coat, orientation), project implementation, expense processing
Provide backup support to Administrative Support Team as needed
Salary range: $17.31 - $29.10 USD/hour
All required qualifications must be documented on application materials.
High school diploma/GED and five years related experience to include project management. Coursework in a related field may substitute for some years of experience
Demonstrated experience handling a wide range of administrative and executive support related tasks with a commitment to professionalism and confidentiality
Highly organized with attention to detail in a fast paced, multi-tasking environment
Demonstrated interpersonal skills and customer service experience
Strong user knowledge of entire Google Suite and Drive, including: Gmail, Google Cal, Google Docs, and Google Sheets
Normal work hours are 8:00am to 4:30pm, with occasional extended hours to accommodate for standing meetings
Experience in managing large standing committees
Demonstrated ability to:
Establish and maintain collaborative working relationships with all internal and external stakeholders from diverse backgrounds at all levels of the organization.
Be resourceful: Identifies errors and problem solves.
Deal effectively with ambiguity and exercise a large amount of independent judgement and discretion on important matters.
Work with financial documents such as purchase orders and reimbursements.
Internal Number: 328785
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.