The Schulze Diabetes Institute (SDI) in the Department of Surgery at the University of Minnesota invites applicants to apply for the position of Executive Office and Admin Specialist. Candidate must be able to multi-task in a fast paced and diverse work environment. Candidate must be detail oriented, have the ability to carry out instruction, and demonstrate excellent organizational and customer service skills. Candidate will be required to handle confidential information in a professional manner. Candidate must be self-motivated and able to work as part of a team. Candidate should have a strong working knowledge of computers and be confident in learning new processes. This position will report to Bernhard Hering, MD, Executive Director, Schulze Diabetes Institute, University of Minnesota.
This position is part-time, 20 hours per week.
Job Duties and Responsibilities: Institute Coordinator – 45% • Maintain complex calendars. Schedule and host inter- and intra-departmental meetings. Coordinate travel itineraries for faculty and guests • 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. • Onboarding new faculty, staff, students and volunteers to get them the appropriate access to lab space and necessary trainings. • Serve as Institutional information source, answering and directing phone calls • Open and prioritize mail; file and retrieve documents. • 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. • Process contracts, purchase orders and receipting for Professional Services, and Standard Goods. • Order/request new computers, software and other devices for faculty/staff. • Monitor non-sponsored budgets related to faculty business allowance and food/hospitality expenses. • Train new personnel on ordering policies and procedures • Perform FedEx shipments and coordinate other types of courier services.
Publications Coordinator – 10% • Search for literature as directed. • 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.
Information regarding benefits may be found at: https://humanresources.umn.edu/benefits
Salary Range: $16.18 to $27.21 USD/hour
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. • Experience with Google Apps: Google mail, calendar, drive, groups, form • Proficiency in Microsoft Office applications (Word, Excel and PowerPoint), Adobe professional, web, email, and common desktop applications • Experience managing complex calendars and arranging meetings • Experience working with financial documents such as purchase orders and reimbursements • Demonstrable or documented interpersonal skills, including customer service or customer relations experience • Superior written communication skills, to include experience and skill with drafting and editing correspondence - spelling, grammar, clarity, punctuation, etc
Preferred Qualifications: • Experience independently managing administrative projects, performing complex, detail-oriented tasks, and setting priorities • Strong organizational skills; ability to manage multiple responsibilities at one time; support multiple investigators. • Experience with University’s financial system (EFS in PeopleSoft) or equivalent • Experience in purchasing and working with vendors • Experience with coordinating travel itineraries. • Previous experience in an academic setting
Internal Number: 329193
About University of Minnesota, Twin Cities
The University of Minnesota, founded in the belief that all people are enriched by understanding, is dedicated to the advancement of learning and the search for truth; to the sharing of this knowledge through education for a diverse community; and to the application of this knowledge to benefit the people of the state, the nation, and the world.