Executive Office and Admin Specialist

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


The Division of Pulmonary, Allergy, Critical Care and Sleep (PACCS) a Division with 35+ faculty, is seeking an administrative assistant with a combination of advanced administrative skills and professionalism to support multiple faculty. Manage faculty's calendar and meetings, using institutional knowledge to help prioritize time utilization. Develop and utilize a detailed knowledge of the Divisional, Departmental, School and Hospital administrative structures in order to help prioritize communication, meetings and other activities and to generate draft documents. Disseminate information to faculty and administrators regarding a range of issues and in prioritizing of problem-solving and time management.

Required Qualifications (Must be documented on resume):
• 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
• Experience typing of approximately 55 wpm
• Ability to multi-task, prioritize, and working independently and as a team member in a fast-paced, deadline-driven environment
• Proficiency in Microsoft Office Suite, including Word, Excel, and PowerPoint, as well as Google applications (calendar, email, drive).
• Experience managing complex calendars for multiple individuals and arranging meetings (e.g., ad hoc, daily and recurring weekly/
monthly meetings).
• Experience proofing business documents and communications such as presentations, manuscripts, letters of recommendation.
• Experience working with financial documents such as purchase orders and reimbursements

Preferred Qualifications
• Experience independently managing administrative projects, performing complex, detail-oriented tasks, and setting
• Experience in higher education, research or healthcare setting
• Experience with RedCap, SurveyMonkey or other survey software
• Demonstrated ability to work with and adapt to new technologies and processes without significant direction
• Flexible approach to work (i.e., able to deal with short turnaround times and last minute requests)
• Working knowledge of Chrome River preferred & EFS
• Experience managing conference room equipment including arrangements for teleconferencing
• Strong written communication skills, to include experience and skill with drafting and editing correspondence -spelling, grammar, clarity, punctuation, etc.

About the Job

Job Duties/Responsibilities
50% - Administrative Support
-Format faculty CV's to University of Minnesota Medical School format and keep updated on an ongoing basis.
- Assist with calendaring and scheduling of meetings/events for assigned faculty.
- Schedules and organizes meetings; researches various types of information to prepare for meetings, conferences, and events; prepares
relevant materials; prepares minutes from complex discussions and/or meetings as requested by faculty and Administrative Manager.
- Coordinates travel arrangements and travel itineraries.
- Document Preparation/Editing/Submission
- Enters schedules into online scheduling software (Qgenda, Amion, and Amcom) and manage change requests.
- Prepare/edit scientific and administrative presentations, as requested by faculty and Administrative Supervisor
- Maintain up to date knowledge and current software updates for preparation of complex documents, presentations and materials for
publication (Microsoft Office, Adobe Acrobat, Photoshop, etc.).
- Disseminate information to faculty and administrators regarding a range of issues and in prioritizing of problem-solving and time
- Sort and prioritize mail; file and retrieve documents.

20% - Division Projects
- Participate in Division and Departmental short - and long - term projects.
- Assist in the development and maintenance of office management systems
- Assist the Senior Administrative Director in special projects and other administrative tasks.

15% - Financial Management
- Reconciles faculty and staff P-Cards as required BEA
- Submits employee reimbursements and PO's as requested by assigned staff & faculty
- Use of Chrome River to process faculty reimbursements
- Use of EFS for reimbursements
- Order office supplies, hardware and miscellaneous office duties.

10% - Division Space, Facilities, and Technology
- Assist with technology for division, recommending and ordering software and hardware, troubleshooting conference room equipment,
managing teleconferencing equipment and arrangements for large meetings
- Assist in Division space management on projects related to maintenance and other related issues dealing directly with the Facilities
Department, including working with other Division and Departmental staff.

5% - General Division Administrative Activities
- Provide back-up for the front desk, including phones
- Responsible for procurement of office-related goods ands services
- Provide back-up for daily mail pickup, office machine maintenance and other duties as assigned

Salary Range: $16.8 to $27.21USD/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: https://humanresources.umn.edu/sites/humanresources.umn.edu/files/2019_tcd-cslr-75100-ben-0105-7_1.pdf

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