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Administrative Associate 1 - Cardiovascular

Company: University of Minnesota
Location: Minneapolis
Posted on: January 27, 2023

Job Description:

Apply for JobJob ID351989

LocationTwin Cities

Job FamilyAdministration-General

Full/Part TimeFull-Time


Job Code8208A1

Employee ClassCivil Service

Add to Favorite JobsEmail this JobAbout the Job

Administrative Associate 1 - Cardiovascular Division

About the Job:

This position will provide Executive level support for designated Section Leaders and/or Program Directors of the Cardiovascular Division in the Department of Medicine, which includes playing a key role in all Division administrative processes and events throughout the year. The successful candidate will be reliable and able to work both autonomously and collaboratively. The position requires a strong ability to prioritize work, outstanding communication skills, superior attention to detail and follow-through, and the ability to multi-task.

Responsibilities include:

45% Operations
* Manages communication and access to assigned section lead and/or program directors. Triages emergent and significant issues by analyzing, prioritizing, escalating and resolving appropriately.
* Effectively manages the time and schedule of section lead and/or program directors; manages a high volume and complex calendaring requirements ensuring accurate and efficient time management in a dynamic environment.
* Handles signature and routing of confidential, financial, and research-related documentation.
* Plans and coordinates committee meetings, disseminating and storing confidential materials. Generates and distributes meeting minutes.
* Update and edit faculty CVs and WORKS data and drive the faculty annual review process.
* Act as liaison for faculty with other departments and collaborators including partners from outside the University.
* Compose/draft and/or prepare business correspondence, memoranda, forms.
* Initiate and coordinate meeting/conference registration, travel arrangements and forms, and process reimbursements.
* Edit/proofread, design, and format manuscripts, program materials, presentations and graphical charts, tables as needed.
* Provide assistance with licensing, training, and other compliance-related requirements.
* Act as the lead in managing all financial transactions and processes while ensuring compliance with department and University policies within established deadlines. Maintains detailed copies of expense reports and receipts.
* Partner with leadership for any other required activities and events and establish tools and processes that support their success.

35% Project Management and Coordination
* Lead projects related to strategic operations of the division, including diversity, equity, and inclusion initiatives and planning from inception to end large events related to faculty education programs, special conferences and seminars as requested, including hosting international visitors, and organizing travel and meeting itineraries.
* Manage administrative/operational projects initiated by division clinical leaders to support faculty physicians' clinical work.
* Manage and distribute agendas and take meeting notes of weekly and ad hoc meetings.
* Coordinate communication and planning efforts for meetings and events related to specialty programs
* Prepare, and compose information and promotional materials for marketing, displays, conferences, news items, and other purposes.
* Develop and manage clinical schedules for service rotations and ensure alignment with faculty annual requirements.
* Lead the recertification portfolio and align processes to meet remote accreditation deadlines
* Plans, manages, communicates, implements and executes events and conferences (e.g., lectureships, Grand Rounds, Employee Appreciation events, Annual Conferences, National Heart Month, and other educational and philanthropic events) from inception to end.
* Work closely with the Cardiovascular Division administrative support staff to provide cross-coverage for other cardiology faculty as needed during vacations, medical leaves, and employee transitions.

10% Communication
* Coordinate communication, planning efforts, request for sponsorship, social media marketing, maintain finance reports, for program events as assigned.
* Implement and manage the process for updating divisional intranet and public website content, including working with subject matter experts to develop maintenance schedules, solicit content for updates and ensure website communication/development teams complete updates accurately, and on time.
* Liaison to the DOM and Medical School Communications team

10% Other Responsibilities as assigned
* Provide additional administrative support for the Department as assigned
* Provide faculty and QGENDA support coverage for other administrative team members in their absence.


All required qualifications must be documented on application materialsREQUIRED QUALIFICATIONS (must be documented on application/resume):
* BA/BS or a combination of related education and work experience to equal 4 years
* Excellent oral and written communication skills
* Excellent interpersonal and communication skills with an ability to work collaboratively with diverse audiences.
* Proficient with Microsoft and Google suites, with the drive to learn new systems, as needed.
* Reliable and accountable with passion and commitment to their team and community.
* Highly organized with attention to detail in a fast-paced, multitasking environment.
* Ability to work in a fast-paced environment to provide support in a professional manner, meet deadlines, multi-task and prioritize projects
* Perform responsibilities with a high level of discretion, integrity, and confidentiality
* Must be self-motivated, self-guided, goal-oriented, and mindful of deadlines.
* Demonstrated experience handling a wide range of administrative related tasks with a commitment to professionalism and confidentiality.
* Proficient in University finance policies and procedures to perform a variety of purchasing needs as well as timely reimbursements to faculty for University travel and other expenses including EFS, PCard, Check Requests, PO's and Chrome River.

* Administrative experience in higher education or an academic medical center.
* Minimum four years of office experience in a medical setting environment
* Previous experience supporting executive-level leaders
* Ability to leverage software technology to advance office operations.
* Ability to work both independently and within a team-based department including physicians, faculty, researchers, trainees, patients, staff, and community members.
* Experience with QGenda provider scheduling software (or similar).
* Experience with EFS financial reconciliation system (or similar).
* Experience with web conferencing software (e.g., Zoom, Microsoft Teams, Google Meet).
* Experience supporting events.
* Proficiency with EndNote, Adobe Acrobat and Adobe Creative Suite
* Demonstrated ability to work with and adapt to new technologies and processes without significant direction.


Working at the UniversityAt the University of Minnesota, you'll find a flexible work environment and supportive colleagues who are interested in lifelong learning. We prioritize work-life balance, allowing you to invest in the future of your career and in your life outside of work.The University also offers a comprehensive benefits package that includes:

  • Competitive wages, paid holidays, and generous time off
  • Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Scholarship
  • Low-cost medical, dental, and pharmacy plans
  • Healthcare and dependent care flexible spending accounts
  • University HSA contributions
  • Disability and employer-paid life insurance
  • Employee wellbeing program
  • Excellent retirement plans with employer contribution
  • Public Service Loan Forgiveness (PSLF) opportunity
  • Financial counseling services
  • Employee Assistance Program with eight sessions of counseling at no costPlease visit the Office of Human Resources website for more information regarding benefits.

    How To Apply

    Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will be given the opportunity to complete an online application for the position and attach a cover letter and resume.Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-UOHR (8647).


    The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu.

    Employment Requirements

    Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

    Please note: All employees at the University of Minnesota are required to comply with the University's Administrative Policy: COVID-19 Vaccination and Safety Protocol by either providing proof of being fully vaccinated on their first day of employment, or complete a request for an exemption for medical exemption or religious reasons. To learn more please visit: https://safe-campus.umn.edu/return-campus/get-the-vax

    About the U of M

    The University of Minnesota, Twin Cities (UMTC)The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.

Keywords: University of Minnesota, Minneapolis , Administrative Associate 1 - Cardiovascular, Administration, Clerical , Minneapolis, Minnesota

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