Administrative Associate 2
Administrative Support-Department of Otolaryngology-Head & Neck Surgery Head

This position provides executive level administrative support for the Head of the Department of Otolaryngology-Head & Neck Surgery.  This position facilitates communications and access to the Department Head, and is the first point of contact for the Headâ™s office. The successful candidate must be reliable and able to work both autonomously and collaboratively with system partners across institutions, especially with University of Minnesota Physicians and MHealth Fairview.  The position requires a strong ability to prioritize work, outstanding communication skills, superior attention to details and diligence in follow-through to make sure tasks are completed.  This position will be performed in a hybrid work environment. Work is performed in a planned split between on-site and remote locations. The supervisor will determine the appropriate balance that meets the needs of the department and the other priorities for workplace flexibility.
Specific duties include:

70% - Administrative Support for the Department Head:

• Manage daily operations of the department headâ™s office.
• Effectively manages the department headâ™s complex academic and clinical schedule, balancing competing priorities and ensuring accurate and efficient time management in a dynamic environment.
• Triage a large volume of complicated and/or sensitive inquires, following up in a timely and appropriate manner on issues needing attention to ensure a high level of service for the office and elevating significant issues to department head and administrator.
• Meet deadlines under pressure with discretion, integrity and confidentiality.
• Coordinate annual faculty review, faculty promotion and tenure process.
• Coordinate written communications to and from the department headâ™s office, including preparing correspondence, meeting minutes, reports and presentations, and disseminate department communications.
• Respond to and prioritize the handling of various inquiries and requests from internal faculty, staff and external entities.
• Cultivate and maintain strong working relationships by acting as liaison for faculty with other department and collaborators including partners from outside the University
• Independently prioritizes tasks and takes course of action based on changing situations.
• Participate in department planning sessions and provide input related to workplace issues, reorganization planning, and ensuring consistent communications from the department head to the management team.
• Attend executive level meetings to keep informed about university-wide and departmental activities and communicate information as appropriate.
• Attend department meetings; take minutes for department records.
• Design and manage the content of various documents pertaining to otolaryngology operations, including but not limited to, organizational charts, multimedia presentation materials and other governing documents.

15% - Administrative support to the Department Administrator

• Coordinate administratorsâ™ calendar.
• Provide administrative support to administrator for special projects.

15% - Project Management and Coordination

• Plans, manages, communicates, and executes strategic event planning from inception to end including faculty meetings, retreats, department lectures, department conferences and seminars.
• Provide administrative support for various department events and fundraising activities, including graduation, department grand rounds, alumni and donor events.

All required qualifications must be listed on resume.

Required Qualifications:

• BA/BS in business administration with 2 years of experience or an equivalent combination of related education and administrative experience to equal six years.
• Administrative experience providing skilled support to high-level management.
• Experience in management of complex calendars.
• Ability to work in a fast-paced environment to provide support in a professional manner, meet deadlines, and prioritize multiple projects in a highly organized fashion.
• Excellent interpersonal (oral and written) communication skills with the ability to work collaboratively with diverse audiences.
• Experience in computer hardware and software, ability to troubleshoot issues.

Preferred Qualifications:

• Administrative experience in higher education or an academic medical center.
• Previous office experience in a medical setting environment.
• Previous experience supporting executive-level leaders.
   

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