TEMPORARY ADMINISTRATIVE SPECIALIST - CARDIOVASCULAR DIVISION

Company: University of Minnesota
Location: Minneapolis
Posted on: October 20, 2024

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, Blaine , TEMPORARY ADMINISTRATIVE SPECIALIST - CARDIOVASCULAR DIVISION, Administration, Clerical , Minneapolis, Minnesota