Manage administrative projects for department; create and maintain policy manual and updates.
Independently manage special projects at the direction of Department leadership.
Oversee annual collection of faculty materials (CVs, volunteer activities and medical liability insurance), initiate process and manage communications, follow-up, coordination with outside entities, and manage distribution to the Office of Faculty Affairs.
Act as key contact for department staff and faculty with policy and procedure questions.
Establish and maintain shared central databases of important, often confidential or sensitive documents and data, such as contracts, CSU documents, and financial information for use by Department administrator, Finance Director, Faculty leadership, and Department Head.
Coordinate all logistics related to Department events, committee meetings, and Faculty meetings (both extended and monthly) and handle all details, including monitoring expenses, A/V, and meeting materials.
Maintain CSU Board of Governors governance documents and files.
25% Facilities & Equipment
Manage and coordinate all aspects of facilities, equipment orders, moves, and renovations for the Department including.
Conduct space planning utilizing USpace.
Manage office/space assignments.
Oversee moves and renovations.
Manage all space related expenses (i.e., computer and telephone service orders, furniture and equipment orders).
Process telecommunications and facilities management requests.
Maintain key inventory and records.
Create and execute an overall plan for computer resources to prioritize purchases, establish roster of approved equipment and schedule for replacement or upgrading of equipment.
Maintain adherence to computer security/encryption policies of AHC and University.
Initiate computer purchases, and access to networks and file groups for new users.
Maintain computer equipment inventory and records.
Serve as primary contact for outside vendors, creating and maintaining vendor relations.
Maintain off-site storage records, including inventory of content in boxes and destruction dates prompting review of files as needed.
Develop department emergency protocol and serve as Building Emergency Plan Representative.
Create and send communications to staff and faculty related to facilities, space, and building projects/updates.
20% Front Desk
Oversee the operation of the front desk for the Department including:
Hire, train, and supervise student workers providing front desk coverage, conference room scheduling and set-up, mailing, and general clerical activities.
Serve as back up coverage.
Scanning materials and preparing documents for archiving and monitor completion and accuracy.
Requests for office supplies.
Review distribution of parking vouchers by and instruct student workers regarding appropriate use of vouchers.
All required qualifications must be documented on application materials.
High school diploma/GED and five years of related office and administrative experience. Some training/education beyond high school/GED may be substituted for experience.
Program/project management experience.
Excellent communication and interpersonal skills, both on the phone and in-person, to effectively and appropriately interact with a broad range of leadership, faculty, staff, students, and the public at various levels.
Broad based advanced experience with office support and electronic word processing, spreadsheet (Excel) creation and manipulation, calendar and email programs, and general accounting principles.
Strong analytical and organizational skills with the ability to manage stakeholder priorities in a deadline-oriented environment.
High attention to detail; follow detailed processes and ensure accuracy in documentation and data; ability to make a conscious effort to understand causes in addition to effects.
Willingness to take initiative; self-starter who is organized and able to work without close supervision.
Ability to lift and carry up to 25 pounds, travel between offices/buildings to carry meeting materials, mail and packages and set up for meetings. Must be able to work occasional overtime and have flexibility of schedule to cover deadlines and early/late meetings.
At least one year of administrative support experience in a college/university or medical corporate setting.
Experience with coordination of the credentialing process in a healthcare environment.
Experience maintaining A/V conferencing equipment, set up, and troubleshooting.
Proficiency and knowledge of Google G-Suite applications.
Experience handling moves, arranging for long-term storage/retrieval of files, ordering equipment/computers and maintaining equipment records, working with computer services units and vendors on orders, maintenance contracts, troubleshooting problems with equipment or equipment orders/needs.
Knowledge of University of Minnesota business procedures and policies.
Internal Number: 332001
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.