This position is in the Department of Medicine, Division of General Internal Medicine at the University of Minnesota. The Division of General Internal Medicine has developed an outstanding cohort of clinicians, teachers, and young educational leaders. The division is united in the mission of patient care and has enthusiastically accepted and embraced teaching and educational leadership roles. The majority of faculty members are clinical scholars, whose academic activities involve scholarship related to clinical and educational activities.
Job Duties/Responsibilities 50% - Scheduling • Manage multiple, complex faculty calendars and schedule meetings/events. • Make decisions on a daily basis regarding the faculty’s electronic calendars to include scheduling appointments, planning/coordinating meetings, and scheduling personnel interviews. • Respond to emails and requests on behalf of faculty and executive leaders to ensure they are promptly informed of pending requests. • Event management, per faculty requests. • Backup staff Qgenda expert in faculty clinical scheduling.
50% - General Administrative Support • Provide primary administrative support for faculty and staff. • Serve as departmental information source. Answer and triage phone calls for faculty, promptly initiate appropriate follow-up. • Manage information requests for faculty, such as death certificates and faxed medical communications. • Coordinate travel arrangements for faculty (airline reservations, hotel reservations, and meeting registration) related to conferences and speaking engagements. • Assist with weekly General Medicine Division meetings, including meeting logistics, agenda preparation, taking minutes, and email notices. • Assist faculty in creating and distributing research-related and Divisional surveys using Qualtrics, REDCap and Survey Monkey. • Provide support with composing, typing, editing, and/or formatting correspondence, curriculum vitae, manuscripts/abstracts, bibliographies, grant paperwork and reports, and Promotion and Tenure dossiers. • Assist with office set-up for new faculty and staff. • Provide administrative support for ongoing faculty projects. • Assist in managing division website content. • Distribute work to the student worker(s).
Salary Range: $16.18- $27.21
Required Qualifications (Must be documented on resume) • 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/experience in Microsoft Office Suite, including Word, Excel, and PowerPoint, as well as Google applications (calendar, email, drive). • Experience in a higher education, research or healthcare setting. • Experience independently managing administrative projects, performing complex, detail-oriented tasks, and setting priorities. • Experience managing complex calendars for multiple individuals and arranging meetings (e.g., ad hoc, daily and recurring weekly/monthly meetings). • Experience working with one or more professionals who are in a leadership position (e.g., division director, committee chair, clinic manager). • Experience proofing business documents and communications such as presentations, manuscripts, and letters of recommendation. • Experience working independently in a fast-paced environment with competing deadlines. • Excellent customer service skills, including experience working with the public and a variety of professionals • Ability to exercise discretion due to accessing and handling sensitive information. • Exceptional written, verbal and interpersonal communication skills.
Preferred Qualifications • Experience creating and maintaining surveys with RedCap, SurveyMonkey or other survey software. • Demonstrated ability to work with and adapting to new technologies and processes without significant direction. • Adaptive approach to work (i.e., able to deal with short turnaround times and last minute requests). • Ability to independently problem-solve and resolve issues in a timely manner. • Demonstrated proactive approach to communication and follow-through on tasks and projects. • Professional and personable manner.
Internal Number: 332392
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.