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Administration Office Associate

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

Job Description:

Apply for JobJob ID352457

LocationAll Other -See Job Description

Job FamilyAdministration-General

Full/Part TimeFull-Time

Regular/TemporaryRegular

Job Code8208A1

Employee ClassCivil Service

Add to Favorite JobsEmail this JobAbout the Job





The Administration Office Associate provides departmental programmatic and administrative assistance. This position reports directly to the Administration Office Manager. The Administration Office Associate handles a varied portfolio of assignments and exercises independent judgment in prioritizing work, problem solving, and building constructive relationships with staff and others.Job Duties30% - Direct Administrative Support for the Assistant Director of Research and Research Administration Manager, and respective programs* Oversee and manage the Assistant Director and Research Administration Manager calendars, to include: managing and prioritizing scheduling requests; assembling materials in preparation for meetings; managing and ensuring clear communications regarding their schedules
* Recommends plans to adapt to changing program requirements and/or dynamics
* Identify program/project reporting needs, providing data collection, data entry, and prepare internal and external reports
* Create and implement Post-Doctoral Associate training system administration and reporting
* Participate in planning of career development series including conducting survey, analyzing results, making recommendations, scheduling and executing events
* Process Assistant Director and Research Administration Manager's travel and other reimbursements
* Gathers, compares, and analyzes data to make recommendations for future offerings of program
* Arrange seminar dates, travel, and itinerary for Scientific Seminar Series speakers, as well as acts as their go-to person while on-site
* Acts as a representative of a unit/administrator on specifically assigned matters. Represents functional areas to internal and external agencies and partners. Represents functional areas to internal and external agencies and partners
* Transcribe detailed committee meeting minutes and communicate them appropriately in a timely manner for committees co-chaired by the Associate Director for Research and the Research Administration Manager30% - Direct Administrative Support to the Assistant Director of Faculty Affairs, the Administrative Office Manager, and respective programs* Oversee and manage the Assistant Director of Faculty Affairs and the Administrative Office Manager's calendars including; manage and prioritize scheduling requests; assemble materials in preparation for meetings; manage and ensure clear communication regarding their schedules
* Identify program/project reporting needs, providing data collection, data entry, and prepares internal and external reports
* Gathers, compares, and analyzes data to make recommendations for future offerings of program
* Conducts analysis and makes recommendations to improved inefficiencies and effectiveness of business operations to best align with overall department goals
* Develop and oversee organizational workflow for the faculty promotion process
* Process the Assistant Director of Faculty Affairs and the Administrative Office Manager's travel and other reimbursements
* Transcribe detailed committee meeting minutes and creates communications to disperse the minutes appropriately and in a timely manner for committees co-chaired by the Associate Director for Faculty Affairs and Administration Office Manager, such as the Employee Engagement Committee, Promotion Committee, Senior Scientist Committee, and Faculty Search committee
* Acts as a representative of a unit/administrator on specifically assigned matters. Represents functional areas to internal and external agencies and partners
* Identify and negotiate rates/contracts for vendors30% - Direct Administrative Support for Senior Faculty and General Faculty Support* Track and coordinate correspondence and deadlines requiring attention/response from senior faculty
* Serve as a liaison between faculty and senior leadership
* Recommends plans to adapt to changing dynamics with rapid growth and program development happening
* Assist/coordinate special projects/programs for senior faculty
* Provide administrative support for The Hormel Institute faculty and labs including including but not limited to coordinating travel, reconciling travel cards, and arranging meetings
* Enter all existing faculty CVs into the UMN Works program, maintain and update on a bi-annual basis
* Assist Post-Doctoral Associates/Researchers with any travel related needs
* Create lab shipping labels as needed
* Conducts analysis and makes recommendations to improved inefficiencies and effectiveness of business operations to best align with overall department goals
* Transcribe detailed committee meeting minutes and communicates them appropriately in a timely manner for committees co-chaired by Senior Faculty including the Shared Resources Committee10% - Other related duties as assignedThe Office of the Vice President for Research (OVPR) and The Hormel Institute endorses a "work with flexibility" approach that offers a welcoming and flexible work environment where everyone is inspired to do their best. This position has been designated as OVPR Work Profile One. OVPR Work Profile One is expected to work primarily on-site. Your office will be located at The Hormel Institute in Austin, MN. The Hormel Institute management retains the right to modify flexible work arrangement agreements on a temporary or permanent basis for any reason at any time.

Qualifications





Required Qualifications* BA/BS degree or a combination of education and professional experience to equal four years
* Experience handling sensitive and/or confidential information with tact and diplomacy
* Experience analyzing and solving complex situations and issues clearly, creatively, and critically
* Demonstrated a clear and excellent oral, written, and interpersonal communication skills
* Demonstrated organizational skills, timeliness, accuracy, and attention to detail
* Ability to anticipate the needs of others and take appropriate action as needed
* Demonstrated proficiency in Microsoft Office Suite and Google ApplicationsPreferred Qualifications* A highly effective team player, with the ability to also be independently effective
* Experience successfully managing multiple projects simultaneously with attention to details
* Commitment to building a culture that respects and embraces diversity, inclusion, and equity
* Proven ability to handle matters expeditiously, proactively, and follow through on projects to successful completion
* Experience drafting and preparing letters, memos, spreadsheets and other office documents
* Experience and high level of skill managing schedules using electronic calendaring software
* Experience in making travel arrangements for executives or faculty
* Experience scheduling meetings and special events, often requiring sensitive, timely communications with faculty, coordination with University offices, and external stakeholders
* Ability to prioritize and make daily decisions regarding the Leadership's calendar
* Experience with financial processing including, but not limited to: purchasing card reconciliation, purchase orders and reimbursement
* Experience using Chrome River
* Experience using PeopleSoft
* Experience with UMarket and other UMN specific programs

About the Department





The Hormel Institute is an independent biomedical research institute within the University of Minnesota's Office of the Vice President for Research. The University of Minnesota has $1.1 billion research and development budget, is ranked very high research (R1) by the Carnegie Foundation and ranks among the top 10 public research universities in the USA. The Hormel Institute was established in 1942 and is celebrating 80 years of innovative research excellence. Our vision statement for driving discovery is "We inspire discoveries that improve and extend human life." The Hormel Institute's research is focused primarily on cancer research and other chronic diseases. We are in a stage of accelerated growth, after tripling in size in 2008 and again doubling in size in 2016, providing spacious new state-of-the-art wet and dry laboratories for our recruits.Alongside our research growth, we are advancing our equity mission to welcome BIPOC, LGBTQIA+, women, and members of other historically marginalized communities into the field of science and research at the Institute, including those who may have had non-traditional career paths or who may have taken time off for family reasons. The Hormel Institute offers nationally competitive salaries and exceptional benefits and cost-of-living within a collaborative, innovative, and nurturing community that supports work and personal environments. We are deeply committed to supporting the work-life balance of our faculty and staff. We hope to welcome you soon where you will contribute to our vision of "inspiring discoveries that improve and extend human life."

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:

  • 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).

    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 , Administration Office Associate, Administration, Clerical , Minneapolis, Minnesota

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