50% Administrative support o Process finance transactions including check requests, purchase orders, contracts for professional services, purchasing card transactions & purchasing card approval as needed, vendor set-up paperwork. o Order general office supplies including business cards, white coats, pagers, computers and hardware, keys, furniture or other supplies, including UMP cost-center purchases as directed. o Schedule and serve as primary contact for vendors and suppliers, track and receive inventory, collect and review invoices for accuracy. Maintain accounts, passwords etc. for all vendors. o Ensure accuracy of tracking office, staff or faculty needs or requests, including but not limited to facilities issues, technology help, scheduling, orders, ad-hoc requests, etc. o Manage and organize correspondence including, but not limited to, emails, mail, faxes and deliveries. Handle phone lines, newsletters, and mass communications. o Provide general support as needed for faculty and administrative team members.
40% Database management and scheduling o Maintain and update various division lists, logs and databases, as needed. o Update policies and procedures manual, as directed. o Track and assign usage of divisional equipment, space, keys etc. o Schedule meetings for 70+ employees of varying levels and manage use of conference rooms and meeting room space, as requested. o Responsible for arranging and preparing for conference call/video meetings including Zoom and other virtual platforms. o Arrange dates and seek out speakers for conferences including Infection and Immunity Conference, Research conference and Grand Rounds. o Schedule, coordinate and maintain records for virtual and/or in person presentations and conferences.
10% Other duties as assigned o Coordinate set-up and clean-up of special events and related logistics such as ordering print materials, maintaining spending to budget, and outreach. o Special projects and other duties, as assigned. o Respond to inquiries from Division faculty and staff regarding policies and procedures. o Understand and effectively communicate complicated University policy.
All required qualifications must be documented on application materials.
1) Required Qualifications • High School Diploma / GED and a minimum of four (4) years of progressive executive level administrative support experience. Training or education may be substituted for some of the years of experience • Proficiency in Microsoft Office Suite, including Word, Excel and PowerPoint • Proficiency in Google applications, including mail, calendar and drive • Experience scheduling and managing complex calendars for multiple professionals and arranging meetings • Demonstrated ability to respond to inquiries professionally, accurately and timely • Experience working with confidential data (health records, financial data) • Excellent verbal and written communication skills to include proofreading, spelling, and grammar • Demonstrated ability to independently troubleshoot and solve problems, and answer questions from students, staff and faculty. • Ability to work at computer for long periods of time
2) Preferred Qualifications • Experience in higher education, research or healthcare setting • Demonstrated ability to work with and adapt to new technologies and processes without significant direction • Experience working independently in a fast-paced environment with competing deadlines • Prior University of MN Work experience with knowledge of the Medical School and University policies and procedures • Familiarity with M Health policies and procedures • Experience with systems such as Enterprise Financial Systems (EFS), PeopleSoft, Chrome River • Ideal characteristics include the ability to build relationships with a variety of personalities and professionals as well as work within multiple settings remaining proactive, adaptable, resourceful and efficient
Internal Number: 337746
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.