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.

High School Diploma/GED and four (4) years of progressive executive level administrative support experience. Training or education may be substituted for up to two (2) years of experience
Advanced level experience with Microsoft Word and Google suite of applications including Gmail and Calendar.
Experience writing, editing and proofing business communications such as correspondence, announcements and documents.
Experience using electronic calendaring and managing complex calendars and schedules.
Experience supporting multiple professionals and interacting with a wide range of people (executive leaders, staff and vendors).
Experience working on multiple projects with self-direction and as a team.
Able to effectively prioritize and meet deadlines and adjust workload for a variety of projects.
Proficiency in written and oral communications, and substantial organizational skills.
Strong sense of discretion; ability to handle confidential information.
Ability to learn and apply a thorough understanding of the organization and its functional policies and processes.

Proficient multi-tasking skills, detail-oriented, manage work flow while dealing with interruptions and meeting deadlines.
Experience using EFS (University online financial system) in processing transactions such as purchase orders, service agreements, contracts, and supplies.
Demonstrated ability to share learning and collaborate with administrative support staff.
Demonstrated ability to contribute to team work product.
Ability to work with diverse groups and address and listen to others in a respectful manner.

Experience with Qgenda scheduling system

About the Job

The Division of Hematology, Oncology and Transplantation (HOT) is seeking an administrative assistant motivated to directly support several faculty members, the Heme Malignancy Section Head as well as assume primary responsibility for a number of Division administrative functions.


40% Administrative Support of Faculty, Staff, and Administrative Team
Manage electronic calendars for multiple faculty, including scheduling of appointments, planning/coordinating meetings, reserving rooms and notifications; schedule Zoom or conference calls as needed.
Coordinate travel arrangements for faculty (airline, hotel and meeting registrations) related to conferences and speaking engagements.
Support Division Section Head with confidential document preparation, annual reviews and promotions of faculty; as well as process all paperwork for incoming Proshek scholars; and coordinate candidate visits with itinerary preparation and travel needs.
Prepare and submit in a timely manner the Days Away Form for faculty notification of being out of office and Attending Schedule Change Form, updating faculty calendars and confirm changes in Qgenda (can be trained).
Initiate, determine and coordinate needs of each faculty and provide other administrative duties as assigned.
Provide back-up coverage for other staff members as needed.
Communicate effectively via email with faculty availability for meeting requests and documentation.

40% Data and Document Management
Lead for QGenda data entry and assist with new procedures.
Maintain Biosketches and CVs and update consistently with new publications, speaking functions and other pertinent information.
Prepare manuscripts for submission (access publication website for author directions to apply correct formatting to the manuscript, including references and other supporting documents).
Provide support with document processing, which includes editing and formatting.
Process Expense reimbursements in Chrome River (can be trained) and prepare check requests as needed.
Edit pdfs as requested with changes to documents, adding text and signatures with Adobe (can be trained).
Utilize Endnote (can be trained) and access Pubmed for managing and editing bibliographies, citations and references.
Utiilize powerpoint and excel for changes to documents.
Order posters for presentations.

20% Office Management
Greet and interact with visitors, staff and faculty in a pleasant and professional manner.
Assist when needed for answering main telephone line as a back up.
Assist when needed for setting up conference room with beverages, food and utensils and clean up as necessary.
Monitor incoming and outgoing mail for faculty.
General office duties as assigned by the Senior Office Supervisor.

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 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).


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.

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