Division Administrative Support - Oral and Maxillofacial Surgery
University of Minnesota Twin Cities
Application
Details
Posted: 13-Nov-24
Location: Minneapolis, Minnesota
Salary: 49,129.60 - 59,592.00
Internal Number: 365554
The Division Administrative Support Professional serves as the primary point of contact for students, residents, faculty, adjunct faculty, and the public seeking information about the Division of Oral and Maxillofacial Surgery (OMS). This role demands an individual who is organized, detail-oriented, and skilled in managing multiple tasks simultaneously. The successful candidate will be able to work both independently and collaboratively, prioritizing tasks while providing excellent communication and administrative support.
The role is based in Minneapolis, MN, with the possibility of hybrid work depending on organizational needs. This position will be cross-trained to provide backup support across the division and department as needed.
Key Responsibilities include but are not limited to:
Administrative Support (75%)
- Serve as the central point of contact for OMS faculty, staff, students, and the public, responding to inquiries about office procedures, departmental services, and University policies.
- Manage complex calendars, including scheduling appointments and coordinating meetings for faculty and staff.
- Maintain and update faculty CVs and WORKS data, and act as a liaison between faculty and other departments.
- Prepare and draft business correspondence, memos, forms, and spreadsheets, ensuring accuracy and attention to detail in all communications.
- Assist with meeting and conference registrations, travel arrangements, reimbursements, and related administrative tasks.
- Prepare presentation materials and assist with editing documents for clarity, style, grammar, and punctuation.
- Perform literature searches and assist with manuscript submissions on behalf of faculty.
- Support Division and committee meetings by preparing and distributing agendas and meeting minutes.
- Maintain and organize Division filing systems (both electronic and physical), ensuring compliance with UMN Records Retention Policy and seeking opportunities to optimize digital storage.
Other Administrative Duties (15%)
- Organize, purchase, and maintain course materials, including ordering supplies for labs, clinics, and courses, and updating course websites (Canvas).
- Coordinate divisional student awards, maintain signage, and update photos of graduating classes and resident cohorts.
- Manage and maintain the divisional office environment, ensuring it is clean, organized, and up-to-date.
- Oversee externship and observership coordination for students and faculty.
- Assist with the creation and maintenance of course syllabi, online quizzes, and gradebook setup in Canvas.
- Enter and submit student grades to the registrar.
- Act as the Divisionâ™s financial preparer, handling ordering, purchasing, and reconciling transactions for supplies, equipment, and services.
- Process travel and expense reimbursement reports for faculty, including assistance with ChromeRiver.
- Onboard new faculty and adjunct faculty, ensuring smooth integration into the Division.
Event Coordination (10%)
- Plan and coordinate logistics for guest speakers, seminars, group meetings, and conferences, including managing communications, budgets, and vendor contracts.
- Organize travel arrangements for guest speakers and coordinate with faculty and departmental planners to create event agendas.
- Manage event-related contracts, including vendor agreements for catering, travel, and AV setup.
Required Qualifications: (Required Qualifications must be documented on resume)
- High School Diploma or GED.
- Minimum of 4 years of administrative support experience in a professional setting, with preference for experience in healthcare or academic environments. Training/education may be substituted for some years of experience.
- Proven ability to manage complex schedules and coordinate multiple priorities in a busy environment.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
- Strong organizational and multitasking skills, with a keen eye for detail and the ability to prioritize effectively.
- Excellent written and verbal communication skills.
- Ability to maintain confidentiality and handle sensitive information appropriately.
-Consistent and reliable attendance.
Preferred Qualifications:
- Bachelor's degree or higher.
- Previous experience working with medical, academic, or research staff and familiarity with university or healthcare-related procedures.
- Experience with University of Minnesota Enterprise Financial System (EFS/PeopleSoft) and UMReports.
- Familiarity with financial processing systems, including purchase card reconciliation, purchase orders, and reimbursement.
- Experience managing online course platforms such as Canvas or Examsoft is a plus.
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.