Executive Office and Administrative 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 four (4) years of progressively more responsible executive level administrative support experience. Training or education may be substituted for some of the years of experience.
  • Proficiency in Microsoft Office applications (Word, Excel and PowerPoint), web, email, and common desktop applications
  • Demonstrable or documented interpersonal skills, including customer service or customer relations experience
  • Experience managing complex calendars and arranging meetings
  • Experience working with financial documents such as purchase orders and reimbursements
  • Superior written communication skills, to include experience and skill with drafting and editing correspondence - spelling, grammar, clarity, punctuation, etc.

Preferred Qualifications:

  • Strong organizational skills; ability to manage multiple responsibilities at one time; support multiple divisions.
  • Experience with University's financial system (EFS in PeopleSoft) or equivalent
  • Experience with NIH grant application and EGMS.
  • Experience with Google Apps: Google mail, calendar, drive, groups, forms and Adobe professional
  • Experience with coordinating travel itineraries.
  • Experience in preparation and maintenance of spreadsheets
  • Experience in purchasing and working with vendors
  • Experience independently managing administrative projects, performing complex, detail-oriented tasks, and setting priorities
  • Previous experience in an academic setting

About the Job

Job Duties and Responsibilities
Office Coordinator - 45%

  • Maintain complex calendars. Schedule and host inter- and intra-departmental meetings. Coordinate faculty travel itineraries.
  • Schedule & coordinate meetings: meeting site, refreshments, reminder emails, preparation of meeting materials
  • Compose and edit general correspondence, letters, and memos. Assist in updating curriculum vitae and biosketches.
  • Open and prioritize mail; file and retrieve documents.
  • Onboarding new faculty, staff, students and volunteers to get them the appropriate access to lab space and necessary trainings.
  • Serve as divisional information source, answering and directing phone calls
  • Understand the grants submission process and serve as a backup in that role.
  • Handle special projects and other duties as assigned.

Purchasing/Financial Support - 45%

  • Use financial system to order office and laboratory supplies, including via PeopleSoft (requisitions and UMarket) and with a Procurement Card.
  • Reconcile purchase cards and prepare employee reimbursements.
  • Monitor non-sponsored budgets related to faculty business allowance and food/hospitality expenses.
  • Coordinate equipment purchase and maintenance, maintain relationships with vendors.
  • Process contracts for Professional Services
  • Order/request new computers for faculty/staff
  • Train new personnel on ordering policies and procedures
  • Monitor outstanding orders; receive items in PeopleSoft
  • Coordinating shipping to and from the laboratories, reconciling the FedEx accounts and coordinating other types of courier services.

Publications Coordinator - 10%

  • Copy-editing scientific manuscripts, grant submissions, and book chapters.
  • Preparing texts for publication; coordinate and monitor the process with the publisher. Maintain list of publications.
  • Search for literature as directed

The salary range for this positon is $18.26 to $27.82 USD/hour

About the Department

The Department of Surgery at the University of Minnesota Medical School is driven to deliver clinical excellence, compassionate patient care, pioneering research, and the education of surgical leaders.

The Department of Surgery consists of 62 faculty (47 clinical faculty members), approximately 36 fellows and 54 residents. The Department of Surgery has a rich history of renowned basic and clinical science research, distinguishing itself as an academic and clinical center of excellence. We are committed to engaged scholarship and excellence in teaching. Since 1916, the Department of Surgery has been providing innovative and compassionate patient care. The Department of Surgery strives to provide a productive work environment for women and men from varying racial, ethnic, social, and national backgrounds.

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.

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June 27, 2020