Department of Surgery
Administrative Associate 1 (8208A1), Vascular Division
 

About the job:

As a key staff member and representative of the Department of Surgery team, the Administrative Associate 1 is a vital partner in the management of faculty administration.  This position is responsible for analyzing, researching and consulting on behalf of the Vascular Division Chief, as well as additional surgical faculty and adjunct faculty. This position is also responsible for researching and coordinating administrative services, clinical services and research support across the MHealth matrix (UMP, Fairview and University of MN). This Administrator interacts with all levels across the organization and requires a high degree of professional communication, interpersonal skills and program management skills including excellent organization, prioritization, attention-to-detail, and follow through skills. 

Additionally the position analyzes, develops and creates the clinic and call schedule in Qgenda (software used by the matrix organization for Clinic, OR, and call schedules across the entire system). This individual also works closely with UMP and FV-employed staff to coordinate on behalf of the surgeons when additional cases need to be added to their schedules to ensure optimal functioning of the operating rooms. 

Responsibilities:

Division Chief Administrative Support  50%:

• Partner with the Division Chief specifically on the daily administrative operations of the Vascular Surgery Division
• Develop and oversee administrative, financial and operational workflow for assigned programs/projects
• Manage complex schedules for Division Chief to include scheduling meetings, managing calendars, prioritization of commitments, and executing last minute decisions on the Chiefâ™s behalf
• Consult and manage initiatives to support faculty research based activities and dispatch financial requests for research projects
• Build and maintain collaborative working relationships with all internal and external stakeholders from diverse backgrounds at all levels of the organization.
• Review, analyze, consult and implement complex policies and procedures and independently resolve problems/questions
• Consultant on behalf of the Division Chief and the division as subject matter expert with regards to the division, department and UMN administrative policies and procedures
• Manage call schedule and additions/cancellations in QGenda
• Coordinate travel arrangements for meetings, conferences, and speaking engagements (airline reservations, hotel reservations and meeting registration) and submit travel and miscellaneous expenses for reimbursement 
  
  Administrative Division Support 25%:
• Consult and collaborate closely with the Surgical Education Office regarding resident education and fellowship coordination
• Develop, coordinate and implement event planning initiatives on behalf of the Division (faculty retirements, Division specific initiatives)
• Manage complex schedules for Vascular faculty to include scheduling meetings, managing calendars, prioritization of commitments
• Evaluate and forecast Faculty clinical and administrative schedules with internal and external stakeholders
• Independently update faculty CVs, biosketches and trainee mentorship tables on a regular ongoing basis for assigned faculty
• Research, coordinate and implement all logistical operations involved to onboard new faculty members including, coordinating meetings, ordering computers, phones, pagers, and other equipment as necessary
• Coordinate process documentation for performance appraisals, promotion and tenure, and committee responsibilities as assigned
• Manage professional and journal memberships for assigned faculty
  
  Other duties as assigned 25%
• Manage Qgenda schedules for Cardiac and Vascular faculty
• Oversee credentialing for  Cardiac and Vascular faculty
• Other duties as assigned

All required qualifications must be included in the application materials

Required Qualifications:

• BA/BS or a combination of related education and work experience to equal four years
• Applies knowledge and skills to a recurring task or activity with emphasis on accuracy and timeliness of execution
• Demonstrates superior organizational skills with the ability to meet strict deadlines
• Demonstrates  a high level of confidentiality and professionalism
• Demonstrates a commitment to learning, leading to independence and the application of a variety of complex policies and procedures
• Proficient in the use of specific technology including Google Workspace (Gmail, Calendar, Docs, Forms, Chat) and Microsoft Office Suite (Word, Excel, PowerPoint) 
   

Preferred Qualifications:

• Experience with University of Minnesota financial application systems (ChromeRiver, EFS, etc) and patient care systems (Epic, Qgenda, etc).
• Experience working within a team environment, and contributions to the development of best practices   
• Experience supporting leaders and/or faculty with their administrative needs

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.

Connections working at University of Minnesota Twin Cities