| Summary of Position: Provide executive administrative support to the Director of the PRIME Institute to facilitate its mission. The PRIME Institute is an independent and global research, education, and consulting organization (housed within the University of Minnesota) whose mission is to study economic and policy issues to help improve access of individuals and society to pharmaceuticals and pharmaceutical services. PLEASE NOTE: Due to COVID-19 implications, this is currently a work from home position, which will return to the Twin Cities campus once the University resumes normal operations.
Principal Duties & Responsibilities:
The Executive Administrator reports directly to the Director of PRIME Institute and performs an extensive range of complex, confidential, and sensitive functions that facilitate successful completion of executive, administrative, and advisory responsibilities. The responsibilities of the Executive Administrator will include, but are not limited to, following functions:
50%
Facilitate the Resilient Drug Supply Project & COVID-19 Related Work
· Collaborate and support the work of the Resilient Drug Supply Project (RDSP) as it maps the upstream & downstream drug supply chain for drugs in the U.S. to predict and prevent shortages of critical acute, chronic and COVID-related drugs
· Facilitate RDSP work plan task performance by anticipating, initiating, and coordinating team needs by tracking, supporting, and documenting work efforts
· Organize team meetings, calendars, accommodations and travel arrangements
· Write and prepare communications (e.g., emails, memos, reports, minutes, etc.) related to the RDSP and the PRIME Institute and its work
· Maintain and support publication of a Critical COVID Drug List & Drug Shortages
· Plan and conduct special investigations related to COVID-19, the RDSP, or other research issues through acquisition and analysis of complex data and document the findings through organized data and written summaries
· Facilitate meetings and work of the Minnesota COVID-19 Pharmacy Task Force composed of pharmacy directors from major health systems in Minnesota
20%
Principal Liaison for PRIME Institute Director with Internal & External Sources
· Establish effective communications and relationships with others including university officials and employees, policymakers, executives, scientists, clients, news media, and other internal & external partners
· Serve as a liaison with the College of Pharmacy, the Center for Infectious Disease Research and Policy (CIDRAP), the University of Minnesota Human Resources Department (and UPlan), and the Office of the Vice President for Research (OVPR)
· Develop & maintain effective communications and relationship strategies across a variety of internal & external organizations
· Write and maintain content for the PRIME Institute website
· Represent the PRIME Institute and the Resilient Drug Supply Project (RDSP) in activities of collegiate, university and external organizations
20%
Coordinate Operations & Research Support Management
· Work under the general supervision of the Director of the PRIIME Institute, while exercising discretion to make daily operational decisions to accomplish the work based on application of best practices and efficient use of resources
· Address complex issues with effective problem-solving skills that integrate technologies, processes, resources, and people to improve and sustain productivity
· Strategize approaches for the ongoing improvement of quality and efficiency of research projects and other goals of the PRIME Institute and the RDSP
· Coordinate the preparation and submission of research proposals and reports on research activities and contract management
· Assist in managing projects by monitoring and providing follow up with project tasks, timelines and deadlines
· Modify practices and procedures to improve efficiency and quality of work product including better ways to organize and accomplish the work
· Have an impact on the overall operation of the PRIME Institute, the RDSP, and other priorities by improving efficiency of time and resource use
· Maintain and track knowledge resources such as journals, news services and databases that support the work of the PRIME Institute and its research projects
10%
Fiscal Management & Oversight for PRIME Institute & Related Projects
· Prepare and analyze a quarterly budget & expenditures for the PRIME Institute
· Monitor & assess budget & expenditures for the Resilient Drug Supply Project
· Make financial and budgetary recommendations based on analysis of financial data
· Develop, prepare and recommend budgets for grant proposals & renewals
· Process purchase orders for databases, software, subscriptions, memberships & other appropriate resources
· Maintain current knowledge of University fiscal policy & practices and serve as a resource to keep the Director informed
Supervision:
The Executive Administrator will be delegated responsibility to lead collaborative efforts and teams; to assign, schedule and direct work of others; to recommend action to hire, transfer, suspend, promote, discharge, assign work, reward, discipline, and address grievances of other employees. This position will supervise and coordinate the work effort of 5 to 20 researchers, analysts and others including graduate student researchers and professional program students.
Working Conditions:
The work of the Executive Administrator will be performed in the offices of the PRIME Institute which is a research institute located in the College of Pharmacy on the East Bank Campus of the University of Minnesota. Although the majority of the work will be performed in a general office setting, most of the duties of this position can be conducted virtually using appropriate technology.
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