Executive Ofc and Admin Spec

University of Minnesota - Office of Human Resources
Published
June 27, 2020
Location
Twin Cities, MN
Job Type
 

Description

***All required qualificaitions must be documented on application materials***

Required Qualifications:
•High School Diploma/GED and four years of related office experience. Training/education may be substituted for some of the years of experience.
•Experience providing high-level administrative/clerical support to executive level management.
•Demonstrates a high level of professionalism, customer service, integrity and confidentiality.
•Proven experience identifying opportunities for improvement and taking the initiative to implement change, managing projects from inception to completion.
•Technologically adept; able to navigate a PC, learn new software, and troubleshoot various software and hardware issues.
•Demonstrated excellent calendar management skills.
•Demonstrated excellent verbal and written communication skills; advanced editing and proofreading skills.
•Advanced knowledge of and experience working with Microsoft Excel and Word, Google Apps such as Mail, Calendar, Docs, Drive.
•Demonstrated strong attention to detail and concern for quality, accuracy and completeness of work.
•Demonstrated excellent time management, multi-tasking and organizational skills, and the ability to simultaneously manage and execute several challenging projects or tasks.
•Must maintain a consistent schedule and work periodic early morning and evening hours.

Preferred Qualifications:
•Knowledge of University of Minnesota Medical School policy and procedures
•Experience working with QGenda, EPIC, Chrome River and EFS
•Strong problem analysis and decision-making skills
•Ability to work independently as well as in a group as a strong team player.
•Flexibility, adaptability, and the ability to work under tight deadlines or changing needs.
•Adapting and revising roles as the department develops and grows.
•Anticipate and respond to needs in relation to changing staffing or organizational changes.

About the Job

Responsibilities:

Administrative Support (90%)
Provides professional level administrative support for the faculty and staff in the Department of Obstetrics, Gynecology and Women's Health to include but not limited to:

•Completes a variety of administrative tasks for division faculty including: managing multiple extremely active calendars of appointments; completing expense reports; composing and preparing correspondence that is frequently confidential; preparation of promotion dossiers and annual faculty reviews; arranging complex and detailed travel plans, itineraries, agendas, meeting minutes, ordering food for meetings, and set-up of conference phone line/WebEx; and compiling documents for travel- related meetings.

•Coordinate and prioritize the large volume of often conflicting demands of the academic and clinical divisions of the department. Researches, prioritizes, follows up on, and resolves incoming issues and concerns addressed to divisions, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.

•Responsible for a variety of important clinical, operational components to include: 1) data entry and problem solving for call and rounding schedules for multiple sites 2) submission of clinic cancellations and add-ons in QGenda, auditing EPIC for conflicts in scheduling 3) re-credentialing of the department providers and credentialing for new sites, if necessary

•Assist with all aspects of faculty recruitment activities, providing administrative support to search committees, coordination of visits, organizing and scheduling agendas, travel reservations, providing reimbursement support, relocation assistance, and related activities. Assist in the preparation and distribution of annual faculty appointment letters, offer letters and pay plan letters.

•Provide administrative and technological support for executive and faculty meetings and committees, including scheduling, preparation and distribution of agendas and minutes, room scheduling, event planning:

•Provide professional level support to other staff, working independently to develop administrative and operational workflows, planning and establishing work goals and resources required to implement administrative projects.

•Assist in event planning for departmental programs, events, and conference to include such activities as budget planning, preparation and monitoring, identify vendors and negotiate business/services/contracts, registration, course materials and communications, accommodations and travel.

•Assist with department communications to include a biannual e-newsletter, department email announcements, updating and monitoring of the department website.

•Other projects and tasks as assigned. (10%)

Salary range: $18.26 to $27.82 USD/hour

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 have 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.

Background Check Information

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.

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.

The University of Minnesota offers a comprehensive benefits package including:

  • Competitive wages, paid holidays, vacation and sick leave
  • Low cost medical, dental, and pharmacy plans
  • Health care and dependent daycare flexible spending accounts
  • Excellent retirement plans with employer match
  • Disability and employer-paid life insurance
  • Wellbeing program with reduced insurance premiums
  • Tuition reimbursement opportunities covering 75%-100% of eligible tuition
  • Student loan forgiveness opportunity
  • Opportunities for growth and promotion
  • Employee Assistance Program

For more information regarding benefits:

https://humanresources.umn. edu/new-employees/benefits- summaries

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