The Graduate Medical Education (GME) executive administrative coordinator provides day to day executive level support to the Associate Dean for Graduate Medical Education and the Associate Designated Institutional Official at the University of Minnesota Medical School. Support includes managing complex calendars and calendar requests, scheduling travel, submitting reimbursements, and serving as liaison to other University departments and external organizations. This position is the first point of contact within a complex organization, supporting a busy team in a fast-paced environment.
Leader Support (40%)
Manage the calendar for a senior leader - includes one-on-one as well as large group commitments. Involves interaction with staff, students, other senior leaders, and external stakeholders. Requires strong communication skills, flexibility, ability to prioritize and juggle competing demands and to schedule ad hoc meetings with internal and external participants
Monitor critical action items and take action as appropriate
Oversee conference room scheduling and availability
Coordinate travel arrangements, conference registrations, and processes expense reports
Handle special purchasing for GME leader and visiting associates
Process expense reports (Chrome River)
Other projects and tasks as assigned
GME Team Support (25%)
Serve as the GME liaison with other University departments and external organizations by managing inquiries to the GME’s main email and phone number
Author and edit GME communications such as event flyers, newsletters and reports. Use social media platforms to communicate with stakeholders.
Work with facilities to help maintain the office physical environment and equipment
Partner with medical school finance on office supply purchases, arranging reimbursements, and other financial needs
Manage calendar of ongoing team meetings and annual events
Respond to and complete other projects and tasks as assigned
Meeting and Event Oversight (25%)
Contribute to planning GME events and manage all details related to events, programs and committees. This includes but is not limited to reserving location, managing event registration, establishing and working within budgets, coordinating with outside vendors, evaluating sessions and analyzing the results.
Assist team in managing standing committees including working with stakeholders to prepare agendas, collect, prepare, and distribute meeting materials, monitor membership and attendance, take and distribute meeting minutes, set up meeting space, manage video conferencing, and track topics to be revisited
Special purchasing as needed for team events, retreats, etc.
Back-up Support (10%)
With Office of Medical Education colleagues, provide back-up as needed for major event staffing (examples: graduation, white coat, undergraduate and graduate orientation), project implementation, expense processing
Salary Range: $17.31 to $29.10 USD/hour
All required qualifications must be documented on application materials.
High school diploma/GED and five years related administrative and project management experience Coursework in a related field may substitute for some years of experience
Demonstrated experience handling a wide range of administrative support related tasks with a commitment to professionalism and confidentiality
Excellent verbal and written communication skills
Highly organized with attention to detail in a fast pace, multi-tasking environment.
Demonstrated interpersonal skills and customer service experience
Experience managing complex electronic calendaring and arranging meetings
Proficient in Microsoft Office, and conferencing technology
Normal work hours are 8:00am to 4:30pm with some flexibility in schedule to start early morning (7:00 am) or end later afternoon (5:30 pm) when needed for events and committee meetings
Ability to work independently and ensure projects and tasks are completed competently and on time
Ability to establish and maintain collaborative working relationships with all internal and external stakeholders from diverse backgrounds at all levels of the organization
Demonstrated ability to be resourceful - identifies errors and takes initiative to solve problems as they arise
Ability to deal effectively with ambiguity and exercise a large amount of independent judgement and discretion on important matters
Proficient in Google Applications (GMail, Drive, Hangouts, Calendar, Docs, Google+)
Experience working with University financial systems and processes
Internal Number: 333651
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.