Position Overview: An Administrative Specialist will be hired to assist with daily operations at BioMADE and to provide professional level support of senior management. Responsibilities will include developing, implementing, and performing administrative processes and procedures. Duties may involve a variety of administrative support duties to individuals, groups, or programs in accordance with both BioMADE policies and procedures, and the University of Minnesota’s policies and procedures. This position will provide 100% effort.
Job Duties: 50% - Office Management and Leadership Support Act as main point of contact for BioMADE; answering and triaging phone and email inquiries, greeting visitors, and sorting mail Oversee BioMADE departmental calendars and manage BioMADE’s senior leadership calendars; scheduling meetings, preparing necessary meeting materials, etc. Manage office needs; room reservations; travel arrangements; meeting support; maintain office supply inventory, etc Serve as backup to Executive Assistant to the CEO as needed
40% - Department Operations Assist with determining and implementing BioMADE objectives and priorities; research and analyze relevant administrative data as needed Identify gaps and inefficiencies in BioMADE administrative policies/business procedures; research solutions; draft clear, concise department policies/business procedures to align with department objectives and priorities; create and oversee electronic filing and workflow system within department Investigate problems as they arise and use available resources to research and determine solutions Maintain a working knowledge of University Administrative and BioMADE procedures and policies
10% - Additional Duties Assist with administrative and departmental projects as needed Participate in University trainings, meetings, and other professional development as they arise
Required Qualifications: High school diploma/GED and four years of related office experience. Training/education may be substituted for some of the years of experience. Excellent interpersonal skills, including the ability to work with a diverse population of individuals and develop/maintain relationships Demonstrated competence in common office computer systems and applications Demonstrated strong attention to detail; ability to perform critical functions with a high degree of efficiency and accuracy Experience working with and maintaining confidential information Excellent organization, time management, and project coordination skills Ability to work independently and as part of a team
Preferred Qualifications: Bachelor's Degree Demonstrated experience anticipating and resolving administrative needs Demonstrated ability to balance competing demands, set priorities, and manage multiple projects simultaneously Experience supporting an academic unit in a college or university setting Experience with customer service in an office setting
Internal Number: 338819
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.