Administrative Associate 1 - Cardiovascular
Company: University of Minnesota
Location: Minneapolis
Posted on: January 27, 2023
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Job Description:
Apply for JobJob ID351989
LocationTwin Cities
Job FamilyAdministration-General
Full/Part TimeFull-Time
Regular/TemporaryRegular
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.
Qualifications
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.
PREFERRED QUALIFICATIONS:
* 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.
Benefits
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:
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).
Diversity
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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