This position is for 1 year, with the possibility for renewal. This Administrative Associate 1 provides support to a group of 14+ faculty members and their administrative research, education and clinical activities in the Division of Critical Care, Department of Pediatrics. It will also provide administrative cross coverage within other Pediatric Divisions. More information will be discussed in the interview. This position provides administrative and programmatic management for the Division Director, Medical Directors and faculty, serving as liaison with the University of Minnesota Masonic Children’s Hospital, Fairview, University of Minnesota Physicians and affiliated Pediatric Intensive Care Units. The successful candidate will be able to operate independently, effectively prioritize and triage requests, and have demonstrated problem-solving skills.
Administrative Support - 50% -Independently manage day to day office operations: provide administrative support for division faculty, staff and trainees. -Manage student administrative employees. -Manage facilities and space requests, including office moves, computer and phone installations and upgrades. -Assist with faculty recruitment (travel arrangements, interview itinerary). -Facilitate new faculty onboarding, computer and security access requests. -Responsible for a wide variety of inquiries as the first point of contact for faculty, staff, students, and other medical school constituents, utilizing knowledge of University, Departmental and Division policies, and using independent judgment. -Proofread manuscripts, grant proposals, letters, memoranda, reports, tables, graphs and other documents for spelling, grammar, punctuation, and typographical errors. -Update faculty bio-sketches and maintain publication files for faculty members; prepare annual Faculty Reviews, Compact, and Promotion and Tenure documents. -Oversee division website content for Department of Pediatrics and MHealth Fairview. -Plan and assist with executive-level meetings, seminars and/or conferences. -Oversee mail and courier services. -Oversee preparation of educational materials, scans, images and documents. -Orders office supplies from UMarket and online vendors.
Clinical Support - 40% - Manage, create and maintain complex annual physician attending and monthly call schedules and calendars.
Financial – 5% -Create requisitions, expense reimbursements, travel reimbursements, and purchase orders in EFS. -Manage Purchasing Card and complete month-end reconciliation through EFS. -Manage and maintain database of division financial records.
Other duties as assigned within job description – 5%
Salary Range $20.38 - $30.43
All required qualifications must be documented on application materials
Required Qualifications: High School diploma/GED and five years of related office experience to include project management Training/Education may be substituted for some years of the years of experience. -Proficiency in Microsoft Office Suite: Word/Excel/PowerPoint/Adobe. -Proficiency in Google applications, Mail, Calendar and Drive. -Demonstrated experience working with complex calendars and scheduling meetings for professionals. -Demonstrated customer service experience. -Experience planning, organizing and directing projects. -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 leadership, faculty, and trainees. -Ability to handle highly confidential matter tactfully and responsibly. -Demonstrated organizational skills with attention to accuracy and detail.
Preferred Qualifications: -Prior University of Minnesota work experience and/or in an academic institution setting and/or academic medical setting. -Experience in physician scheduling and familiarity with physician scheduling systems (Qgenda). -Experience managing student employees. -Experience with the University Enterprise Financial System (EFS) or other compatible financial systems.
Internal Number: 340973
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