This position provides administrative management to the Division of Neonatology in the Department of Pediatrics, reporting to the Division Director, Medical Directors, Medical Providers, faculty and the Administrative Manager. This position manages multiple program budgets, data systems, facilities, human resources, technology, and other operational areas. This position has a high degree of autonomy and is responsible for cultivating and maintaining strong and effective relationships with internal and external constituents including leadership, faculty, visiting scholars, fellows, student interns, and staff.
Responsibilities 65% - Provide operational, administrative and research support for the Department of Pediatrics Division of Neonatology, the Division Director, Medical Directors, Principal Investigators, and faculty.
• Attend executive level meetings; both with and without leadership to keep informed about University-wide and departmental activities and communicate information as appropriate; • Manage research portfolios maintaining updated curriculum vitae and research award documents, communicating effectively with sponsors, faculty, and central offices; • Manage Provider credentialing; • Identify and monitor critical action items and brief the Directors on developments related to those issues. • Manage faculty promotion and tenure process; • Prepare publications, grants, memos, correspondence and spreadsheets, as requested by Directors and PI’s; • Respond to and prioritize the handling of various inquiries and requests from internal faculty, staff and external entities; • Manage Qgenda and complex scheduling for all Division providers; manage complex calendars for Medical Directors; • Manage financial and expense reimbursement processes. Gather and provide revenue data from multiple clinic sites for Administrative Manager; • Work closely with Administrative Manager and finance team to monitor and oversee division/program accounts and budgets; • Assist the Administrative Director in the development, implementation and management of staffing plans; • Liaison with UMP, FV and AHC technical support services, facilities, and external vendors.
30% - Serve as a liaison/representative for the Division Directors and perform a variety of communications functions on behalf of the leadership:
• Perform research and report preparation related to the activities of the Division of Neonatology; • Analyze and research issues on behalf of the leadership and prepare appropriate responses; • Cultivate and maintain strong working relationships with colleagues throughout the University in order to effectively exchange or convey information; • Participate in department planning sessions and provide input related to workplace issues and employee engagement, reorganization planning, and ensure consistent communications from leadership to the faculty; • Take minutes and prepare executive summaries to keep leadership informed about various policies and procedures; • Design and manage the content of various documents pertaining to Division operations, including but not limited to, organizational charts, multimedia presentation materials and other governing documents; • Manage the Division websites; • Manage Observership Requests.
5% - Special Events: • Provide administrative support for various department events and activities; • Other duties as assigned.
*** All required qualifications must be documented on application materials***
Required Qualifications • BA/BS or a combination of related experience to equal four years. • Experience with three or more of the following: human resources, academic searches, promotion and tenure, residency/fellowship programs, program management, budget planning and/or financial resources management. • Experience providing program management and working with leadership, medical faculty, medical directors, fellows and residents in a medical higher education setting • Experience managing multiple complex tasks, including complex calendaring. • Demonstrated ability to learn, interpret independently, and apply a variety of complex policies and procedures. • Demonstrated ability to meet deadlines and perform multiple tasks with precision. • Commitment to a high level of reliability, confidentiality and professionalism.
Preferred Qualifications • Experience with QGenda, EPIC, EFS, Chrome River, Google Calendar and Google Drive • Experience and/or commitment to working with individuals from diverse communities and cultures. • Ability to make sound decisions, set priorities and work in a fast-paced environment with deadlines and interruptions. • Successful candidate must be creative and attentive to business and staff needs, perform at a high level of discretion, integrity and confidentiality. • Successful experience with course scheduling, academic searches and promotion and tenure processes. • Proven ability to develop timelines, implement innovative business strategies, identify problems and solutions and conduct systematic process reviews and improvements. • Excellent verbal and written communication skills, including the ability to communicate effectively with diverse constituencies. • Demonstrated ability to take initiative and work independently.
Internal Number: 332311
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.