Executive Office and Admin Specialist

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


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

Required Qualifications
• High School Diploma / GED and a minimum of four (4) years of progressive executive level administrative support experience. Training or education may be substituted for some of the years of experience
• Proficiency in Microsoft Office Suite, including Word, Excel and PowerPoint
• Proficiency in Google applications, including mail, calendar and drive
• Experience scheduling and managing complex calendars for multiple professionals and arranging meetings
• Demonstrated ability to respond to inquiries professionally, accurately and timely
• Experience working with confidential data (health records, financial data)
• Excellent verbal and written communication skills to include proofreading, spelling, and grammar
• Demonstrated ability to independently solve problems and answer questions from students, staff and faculty. Refer to the director and other offices as needed.
• Ability to work at computer for long periods of time

Preferred Qualifications
• Experience in higher education, research or healthcare setting
• Demonstrated ability to work with and adapt to new technologies and processes without significant direction
• Experience working independently in a fast-paced environment with competing deadlines
• Prior University of MN Work experience with knowledge of the Medical School and University policies and procedures
• Familiarity with M Health policies and procedures
• Experience with systems such as Enterprise Financial Systems (EFS), PeopleSoft, Chrome River
• Previous experience supervising student employees
• Ideal characteristics include the ability to build relationships with a variety of personalities and professionals as well as work within multiple settings remaining proactive, adaptable, resourceful and efficient

About the Job

The administrative assistant will be the first point of contact for faculty in the Division of Pediatric Endocrinology, in addition to supervising student workers in the division. The successful candidate will have a high degree of professionalism and interpersonal skills. The work is both project and task based and requires excellent organization, prioritization, planning, attention-to-detail and follow-through skills. This position is located at the University of Minnesota Masonic Children's Hospital on the West Bank. We are seeking to enrich the diversity of the University community, and invite applicants from diverse communities and cultures to apply.

Faculty Support (60%)
•Manage complex faculty calendars and schedule meetings, including prioritizing and making decisions on a daily basis regarding faculty's electronic calendars to include scheduling appointments, planning meetings, and scheduling personnel interviews.
• Travel planning and reimbursement, including visa support for both internal faculty and staff as well as incoming visitors.
• Maintenance of CVs, credentialing, professional licensing, continuing education, and memberships. • Maintenance of faculty files and records, and assistance with faculty reviews.
• Onboard new faculty including ordering computers, phones, pagers, and other equipment as necessary.
• Respond in a timely manner to day-to-day email, phone, and in-person requests by and of faculty.

Office Support (20%)
• Present a professional and welcoming administrative presence- both physically and electronically.
• Using resources and logic, sort, triage, deliver, and respond to time-sensitive faxes, mailings, and electronic communications.
• Hire, train, and supervise student employees.
• Work effectively as a team member with other support staff; provide back-up support for other support staff.
• Attend several classes and pass exams to become efficient in UMN EFS system to support assigned responsibilities.
• Process finance transactions including expense payments, employee reimbursements, purchase orders, contracts for professional services, purchasing card transactions & purchasing card approval as needed, vendor set-up paperwork and travel reimbursements.
• Provide support to medical students and residents, including sending welcome materials and schedules.

Clinical Support (20%)
• Work with physicians to submit changes to clinical schedules
• Provide clinic schedule and relevant division information to medical students and residents
• Supervise and provide back-up assistant to student workers calling for medical records
• Deliver medical records to clinic for patients being seen that day
• Gather post appointment medical records and scan into patient file

Salary Range: $16.18 to $27.21 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).


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:


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