This position provides general administrative support in the Department of Medicine's administrative center and chair's office. The work includes a variety of tasks with certain ongoing responsibilities and assignments that vary by week. This position will report to the executive assistant to the chair.
Job Duties/Responsibilities 30% - Administrative Support for Office of Faculty Affairs and Diversity (OFAD) - Assist with coordination of diversity initiatives - Support Bias Reduction in Internal Medicine (BRIM) study participation - Support career development committees (i.e. calendaring, distribution of communications, etc.) - OFAD database support (entry and reporting) - Support the annual appraisal process - Coordinate abbreviated dossier process - Assist with other projects as assigned
30% - Administrative Support for the Research Office - Responsible for BDAC activity support by the Department of Medicine. This includes assisting with determination of whether the requests are in line with the department's priorities while monitoring the financial commitments - Support for the DOM grants-tracking RedCap database. Responsibilities will include data entry of proposals and awards, preparation of reports as requested by Department leadership and monitoring data for accuracy - Provide assistance to grant coordinators in faculty grant proposal submission as needed - Coordinate DOM research events such as weekly research conferences, Robert Hebbel Research Day, K-Club, and the Clinical Research Retreat
25% - Administrative Support for Human Resources (HR) - Processing of "Without Salary" appointments (WOS) - Appointment and absence entry and auditing - Reporting and tracking metrics - Maintenance of employee demographics - Faculty and staff recruitment - Hourly/Student employment pay approval report - Database entry and management - Background Check Administration - Time and Absence Administration Support
15% - Administrative Support to the Chair/Vice Chairs Serve as back up to the executive assistant to the chair by providing administrative support to the department chair and vice chairs. This support may include, but not be limited to, calendar management, scheduling meetings, responding to inquiries (i.e. phone, email, etc.), transcription of correspondence, and making travel arrangements. Duties also include: - Staffing faculty search committees - Organizing candidate visits (as needed) - Staffing Department of Medicine events - Responsible for processing financial transactions in compliance with department and university policies, including creating purchase orders, reconciling p-cards, submitting reimbursements, managing invoices and approving UMarket purchases - Other duties and projects will be assigned
Starting salary rate: $17.31-$29.10
All required qualifications must be documented on application materials.
Required Qualifications - High School Diploma/GED and five years of related experience to include project management and progressive administrative support experience. Coursework in a related field may substitute for some of the years of experience. - Demonstrated experience with Proficiency with Microsoft Office (Excel, Word, PowerPoint) and Google applications - Previous experience supporting complex calendaring - Basic financial knowledge and experience, such as managing order/payments to vendors or processing expense reimbursements - Experience planning and executing events of all sizes - Excellent attention to detail and customer service skills - High level of written and verbal communication skills to complete tasks (i.e. writing, editing, proofing, etc.) - Strong ability to prioritize projects, multi-task, and manage time independently without close supervision
Preferred Qualifications - Additional education and/or years of experience - Proficient in using survey software, such as RedCap and Qualtrics, and database management - Previous experience providing administrative support to others (i.e. executive leaders, faculty, staff, etc.) of various levels in a complex academic and/or healthcare environment in a professional and respectful manner - Ability to handle confidential and sensitive information with proper discretion - Familiarity with University systems, such as EFS, PCard, PeopleSoft, etc. - HR/Payroll Experience
Internal Number: 333758
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.