The Division of Pediatric Epidemiology and Clinical Research and Division of Pediatric Hematology and Oncology are seeking an Administrative Associate to support faculty and research staff in their day-to-day activities, including managing complex scheduling, understanding and informing faculty/staff of University policies, maintaining CVs and biosketches, and arranging travel.
The position is a combination of work-from-home and on-campus days. We believe that diversity, equity, and inclusion are core to our pursuit of excellence and we encourage applications from varying and intersecting identities reflective of our communities â” including people of color, indigenous people, people from working class backgrounds, and LGBTQ+ people. Hence, we encourage applications from people with these identities or who are members of other marginalized communities. Learn more about diversity, equity, and inclusion in the Department of Pediatrics here: https://med.umn.edu/pediatrics/equity-diversity-inclusion.
What Weâ™re Looking For:
Weâ™re seeking someone who thrives in dynamic environments and has a proven ability to juggle multiple priorities with precision and efficiency. Youâ™re a proactive problem-solver whoâ™s comfortable with ambiguity, detail-oriented, and deeply committed to collaboration. You enjoy building relationships, take pride in your organizational skills, and are motivated by contributing to a meaningful mission.
Faculty Support 60%:
Manage several complex faculty calendars and schedule meetings, including prioritizing and making decisions on a daily basis regarding faculty's electronic calendars to include scheduling appointments, planning meetings, and scheduling personnel interviews.
Independently update faculty CVs, biosketch and trainee information tables on a regular ongoing basis for assigned faculty.
Obtain and process documentation for performance appraisals, promotion and tenure, and committee responsibilities, as assigned.
Coordinate travel arrangements for meetings, conferences, and speaking engagements (airline reservations, hotel reservations and meeting registration) and submit travel and miscellaneous expenses for reimbursement.
Manage professional and journal memberships for assigned faculty.
Onboard new faculty including ordering computers, phones, pagers, and other equipment, as necessary.
Division Administration 40%:
Develops and oversees administrative and operational workflow for assigned programs/projects.
Conducts analysis and makes recommendations to improve inefficiencies and effectiveness of business operations to best align with overall department/division goals.
Acts as representative of the Division to internal and external agencies and partners.
Ability to identify and act on potential questions/problems and independently resolve these matters.
Explain complex policies and procedures and independently resolve problems/questions. Serve as local expert on division, department and UMN administrative policies and procedures.
Utilize knowledge of division faculty research projects and associated timelines and deliverables to ensure time-sensitive requests are fulfilled.
Serve as the point person for the faculty in the division.
All required qualifications must be documented on application materials
Required Qualifications:
BA/BS or a combination of related education and work experience to equal four years.
Proficiency in Google Applications (Gmail, Calendar, Docs, Forms, Chat) and Microsoft Office Suite (Word, Excel, PowerPoint).
Demonstrated organizational skills with the ability to meet strict timelines.
Exceptional written and verbal communication skills.
Preferred Qualifications:
Experience with University of Minnesota computer systems (Chrome River, EFS, etc).
Strong technical and project management skills.
Applies knowledge and skills to a recurring task or activity with emphasis typically on precision and timeliness of execution.
Demonstrated ability to learn, interpret independently and apply a variety of complex policies and procedures.
Experience in supporting development of manuscripts and/or presentations and/or grants, including editing for grammar, citation, and refining figures and tables.
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.
