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Executive Assistant - Department of Surgery Chair

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

Job Description:

Apply for JobJob ID351901

LocationTwin Cities

Job FamilyAdministration-General

Full/Part TimeFull-Time

Regular/TemporaryRegular

Job Code8208A2

Employee ClassCivil Service

Add to Favorite JobsEmail this JobAbout the Job





Executive Assistant - Department of Surgery ChairThis position works primarily onsite directly alongside the Department of Surgery Leadership team to coordinate and manage the busy schedule of the Department Chair. If you're looking for a fun, challenging, fast-paced and rewarding job, please consider applying! OverviewThe Executive Assistant position provides a full range of administrative support to the Chair of the Department of Surgery. This position facilitates communications and access to the Chair, while serving as the first point of contact for the Chair's office, liaising with senior leaders, their staff, and others across the Department of Surgery, the University system and beyond. The ideal candidate will bring a working knowledge of the University's administrative and governance structures and deep experience in providing executive-level support. The Executive Assistant will possess integrity, sound judgment, tact and diplomacy, discretion, attention to detail, and a reputation for building and maintaining effective and trusting working relationships. This position has system-wide, departmental, and unit duties and responsibilities. System-wide responsibilities including providing coordination, process analysis and management, and guidance to the Department of Surgery. Specific duties include:Executive Level Administrative Support for Department of Surgery Chair - 60%

Manage the Chair's complex academic and clinical calendar, balancing competing priorities to ensure that the Chair's time is used strategically Monitor Chair's email account and respond as appropriate on his behalf Identify, analyze, track and prepare responses/reports related to inquiries, projects, and issues related to advancing the strategic initiatives, objectives, and issues involving the Chair's office. Serve as primary point of contact and liaison for the office to internal (e.g. senior leaders, students, faculty, staff) and external stakeholders Triage a large volume of complicated and/or sensitive inquiries, following up in a timely and appropriate manner on issues needing attention to ensure a high level of service for the office or, when appropriate, making referrals to other offices and staff. Coordinate written communications to and from the Chair's Office, including preparing correspondence, reports, and presentations. Manage all travel and expenses for the Chair, including reconciling expense reimbursements, purchasing card statements, and contracts to ensure full compliance with University policy. Maintain Department Chair's CV; monitor and provide assistance with licensing, training, and other compliance/credentialing related requirements. Attend and contribute to Department meetings; take minutes for Department records Remain knowledgeable of and brief Chair as appropriate on key developments impacting the department. Acts with independence and authority to create timelines, monitor workflow, and oversee and assign all aspects of assigned projects from development to completion. Tracks and monitors progress, adjusting as necessary. Monitor and prioritize ongoing critical action items as decided by the Chair utilizing project management tools Develop and maintain administrative systems such as databases and electronic and paper filing systems. With guidance from the Chair, establish and adhere to policies and best practices. Partner with MHealth Fairview/University of Minnesota Physicians service line leadership to establish cross organizational workflows and communication to build efficiencies In collaboration with the Chair and administrative staff, create call and clinic schedulesDepartment Chair Research Coordination - 30%
Work closely with the Department Chair to manage the grants portfolio. This includes helping to develop budget, oversee invoicing, manage sponsor-required milestones, provide regular project and portfolio reporting updates Provide reports on actual and anticipated NIH funding for Blue Ridge Attend meetings that relate to the management of the grants to represent the Department of Surgery Conduct study progress reporting and portfolio reporting, including working withSGC and SCTO to provide information requested by the sponsor Maintain up-to-date knowledge of HIPAA guidelines, regulatory guidance and institutional requirements (NIH, FDA, UMN Research Requirements, Fairview Requirements, and requirements of Health and Human Services) Track and monitor expenses and budgets Independently manage a large and complex portfolio of research projects Create timelines, work with the Department Chair to assign and monitor work flow, and oversee all aspects of projects from development to completion, including coordinating with other institutions for subawards Assist with grant writing Lead manuscript preparation efforts, including revisions and submissions Conduct assessments on process adherence and efficiency to discover areas of improvement or concern Other Duties as Assigned - 10%
Participate in Chair's office activities Provide backup support to Chair's office staff

Qualifications





All required qualifications must be documented on application materialsRequired Qualifications:
  • BA/BS with at least 2 years of related experience in medical office administration or a combination of related education and work experience to equal 6 years
  • Experience providing oversight of an office, program, or other related entityPreferred Qualifications:
    • Experience working in an academic medical setting, particularly experience at the University of Minnesota Medical School.
    • Experience with PHI, HIPAA Policies, & working in electronic health records.
    • Experience providing direct support to high level positions
    • Experience coordinating, planning, or leading projects or events
    • Experience working in/navigating a multi-organizational complex environment
    • Experience working with research project management

      About the Department





      To learn more about the Department of Surgery, please visit: https://med.umn.edu/surgery

      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 , Executive Assistant - Department of Surgery Chair, Healthcare , Minneapolis, Minnesota

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