TEMPORARY ADMINISTRATIVE SPECIALIST - CARDIOVASCULAR DIVISION
Company: University of Minnesota
Location: Minneapolis
Posted on: October 20, 2024
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Job Description:
Apply for Job Job ID 360427
Location Twin Cities
Job Family Supplemental Employee
Full/Part Time Part-Time
Regular/Temporary Regular
Job Code 0001
Employee Class Civil Service
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About the Job
Job Description
45% Administrative Support for Section Lead and/or Program
Directors
* Utilize independent judgment and knowledge to respond to a wide
variety of inquiries from medical faculty and staff, but not
limited to, general office protocol and Departmental and University
services and policies.
* Manage complex electronic calendars to include scheduling
appointments and planning and coordinating meetings.
* Perform financial duties including timely submission of travel
and other expenses for reimbursement on behalf of the faculty as
requested.
* Supports Program Directors for any other required activities and
events determined to support the success of the program.
25% General Administrative and Program Support
* Coordinate special conferences and seminars as requested,
including hosting international visitors, preparing travel and
meeting itineraries, and arranging audiovisual support.
* Prepare, and compose information and promotional materials for
marketing, displays, conferences, news items, and other purposes as
directed by division leadership.
* Provide administrative support for coordinating events (e.g.,
lectureships, Grand Rounds, Employee Appreciation events, Annual
Conferences, and other educational and philanthropic events). Work
according to University policy with Departmental, University and
external partners to:
o Identify and schedule appropriate venues, rooms, or
facilities
o Facilitate AV requests
o Order food and refreshments
o Support onsite event logistics
o Manage calendar invitations
o Support event-related communications
o Arrange payment for goods and services
* Work closely with the Cardiovascular Division administrative
support staff to provide cross-coverage for other cardiology
faculty as needed during vacations, medical leaves, and employee
transitions.
20% Project Support and Coordination
* Organize and distribute agenda and take meeting notes of weekly
and ad hoc meetings.
10% Other Responsibilities as assigned
* Provide additional administrative support for the Department,
including serving as a departmental source of information, greeting
delivery staff and visitors to the department, distributing
packages, getting and distributing mail, running errands
This is a temporary position that will last up to 67 business days
and will work up to 40 hours per week. This position is not
eligible for benefits and is not permanent.
Qualifications
All required qualifications must be included in the application
materials Required Qualifications
* BA/BS or a combination of related education and work experience
to equal 4 years
* Minimum four years of office experience in a medical setting
environment
* Training/education may be substituted for some of the years of
experience
* Excellent oral and written communication skills
* Excellent interpersonal and communication skills with an ability
to work collaboratively with diverse audiences.
* Proficient with Microsoft and Google suites, with the drive to
learn new systems, as needed.
* Reliable and accountable with passion and commitment to their
team and community.
* Highly organized with attention to detail in a fast-paced,
multitasking environment.
* Must be self-motivated, self-guided, goal-oriented, and mindful
of deadlines.
* Demonstrated experience handling a wide range of administrative
related tasks with a commitment to professionalism and
confidentiality.
* Proficient in University finance policies and procedures to
perform a variety of purchasing needs as well as timely
reimbursements to faculty for University travel and other expenses
including EFS, PCard, Check Requests, PO's and Chrome River.
Preferred Qualifications
* Administrative experience in higher education or an academic
medical center.
* Ability to leverage software technology to advance office
operations.
* Ability to work both independently and within a team-based
department, including: physicians, faculty, researchers, trainees,
patients, staff, and community members.
* Experience with QGenda provider scheduling software (or
similar).
* Experience with EFS financial reconciliation system (or
similar).
* Experience with web conferencing software (e.g., Zoom, Microsoft
Teams, Google Meet).
* Experience supporting events.
* Proficiency with EndNote, Adobe Acrobat and Adobe Creative
Suite
* Experience supporting a leadership team.
* Demonstrated ability to work with and adapt to new technologies
and processes without significant direction. 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) 624-8647. 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 Committed to innovation and diversity, the
Medical School educates physicians, scientists, and health
professionals; generates knowledge and treatments; and cares for
patients and communities with compassion and respect. We value
excellence, inclusiveness, collaboration, and discovery.
Optional add: Founded in 1888, the University of Minnesota Medical
School has three campuses. A four-year MD program and the MD/PhD
program are located on the Twin Cities campus in addition to MD
programs at regional campuses in Duluth and St. Cloud. Employment
Requirements
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. At the University of Minnesota, we are proud to be
recognized by the Star Tribune as a Top Workplace for 2021, as well
as by Forbes as Best Employers for Women and one of America's Best
Employers (2015, 2018, 2019, 2023), Best Employer for Diversity
(2019, 2020), Best Employer for New Grads (2018, 2019), and Best
Employer by State (2019, 2022).
Keywords: University of Minnesota, Brooklyn Park , TEMPORARY ADMINISTRATIVE SPECIALIST - CARDIOVASCULAR DIVISION, Administration, Clerical , Minneapolis, Minnesota
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