This position provides administrative support for the Executive Team as the larger DFMCH faculty. The successful candidate will have a strong ability to prioritize work, outstanding communication skills, superior attention to detail and follow-through, ability to multitask, is reliable, and is capable of working both autonomously and part of a team.
45% - Administrative/Office Support:
• Collect Adjunct Faculty annual activities. Work with HR to maintain files and appointment requirements • Copy and collate materials, run errands, and perform other miscellaneous tasks • Book meeting rooms, arrange for audiovisual equipment and other facilities, order food and supplies, contact speakers and prepare and distribute schedules and notices • Maintenance of high-activity departmental purchasing card, including gathering receipts, justifications and chart strings from faculty and staff, and timely reconciliation of the transactions • Work with HR to maintain Perceptive content files • Initial AHC account requests for new employees/changing/terms (Sara approves) • Qgenda support for faculty located within clinics outside of our operational control (ie Santilli, Ofstedahl) • Maintain and order Parking coupons • Cover front desk duties as needed • Other duties as assigned
40%- Communications: • Maintain program website (Drupal) • Create email campaigns (e.g., Salesforce) • Compose and edit monthly newsletter • Edit and proof print materials • Assist with monitoring and updating program’s social media platforms • Assist Sr Communications Specialist with daily tasks. • Create and manage digital signage content:Ensure content complies with U of M branding standards and guidelines
15%- Executive Team Support • Assist Executive Team with scheduling meetings, especially for large meetings with complex schedules • Make meeting arrangements; draft agendas, take minutes & notes, if appropriate • Serve as staff for committees and work groups as assigned. • Preparing and editing presentation materials for leadership, faculty, and programs • Type/transcribe correspondence, meeting minutes and other materials; edit and proof as necessary • Draft and type routine correspondence, forms, notes and notices to staff, meeting agendas and similar materials.
$20.00 to $30.00 per hour and $41,600.00 to $62,400.00 annually
All required qualifications must be documented on application materials.
• High school diploma/GED and four years of related office and administrative experience. Some training/education beyond high school/GED may be substituted for 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 maintaining A/V conferencing equipment, set up, and troubleshooting. • Proficiency and knowledge of Google G-Suite applications. • Knowledge of University of Minnesota business procedures and policies. • Experience with Drupal and Salesforce Marketing Cloud • Proficient in Adobe Creative Cloud, including InDesign, Photoshop, Illustrator, and Acrobat Pro, as well as content management systems.
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.