Administrative Support (90%) Provides professional level administrative support for the faculty and staff in the Department of Obstetrics, Gynecology and Women’s Health to include but not limited to:
•Completes a variety of administrative tasks for division faculty including: managing multiple extremely active calendars of appointments; completing expense reports; composing and preparing correspondence that is frequently confidential; preparation of promotion dossiers and annual faculty reviews; arranging complex and detailed travel plans, itineraries, agendas, meeting minutes, ordering food for meetings, and set-up of conference phone line/WebEx; and compiling documents for travel- related meetings.
•Coordinate and prioritize the large volume of often conflicting demands of the academic and clinical divisions of the department. Researches, prioritizes, follows up on, and resolves incoming issues and concerns addressed to divisions, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
•Responsible for a variety of important clinical, operational components to include: 1) data entry and problem solving for call and rounding schedules for multiple sites 2) submission of clinic cancellations and add-ons in QGenda, auditing EPIC for conflicts in scheduling 3) re-credentialing of the department providers and credentialing for new sites, if necessary
•Assist with all aspects of faculty recruitment activities, providing administrative support to search committees, coordination of visits, organizing and scheduling agendas, travel reservations, providing reimbursement support, relocation assistance, and related activities. Assist in the preparation and distribution of annual faculty appointment letters, offer letters and pay plan letters.
•Provide administrative and technological support for executive and faculty meetings and committees, including scheduling, preparation and distribution of agendas and minutes, room scheduling, event planning:
•Provide professional level support to other staff, working independently to develop administrative and operational workflows, planning and establishing work goals and resources required to implement administrative projects.
•Assist in event planning for departmental programs, events, and conference to include such activities as budget planning, preparation and monitoring, identify vendors and negotiate business/services/contracts, registration, course materials and communications, accommodations and travel.
•Assist with department communications to include a biannual e-newsletter, department email announcements, updating and monitoring of the department website.
•Other projects and tasks as assigned. (10%)
Salary range: $18.26 to $27.82 USD/hour
***All required qualificaitions must be documented on application materials***
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. •Experience providing high-level administrative/clerical support to executive level management. •Demonstrates a high level of professionalism, customer service, integrity and confidentiality. •Proven experience identifying opportunities for improvement and taking the initiative to implement change, managing projects from inception to completion. •Technologically adept; able to navigate a PC, learn new software, and troubleshoot various software and hardware issues. •Demonstrated excellent calendar management skills. •Demonstrated excellent verbal and written communication skills; advanced editing and proofreading skills. •Advanced knowledge of and experience working with Microsoft Excel and Word, Google Apps such as Mail, Calendar, Docs, Drive. •Demonstrated strong attention to detail and concern for quality, accuracy and completeness of work. •Demonstrated excellent time management, multi-tasking and organizational skills, and the ability to simultaneously manage and execute several challenging projects or tasks. •Must maintain a consistent schedule and work periodic early morning and evening hours.
Preferred Qualifications: •Knowledge of University of Minnesota Medical School policy and procedures •Experience working with QGenda, EPIC, Chrome River and EFS •Strong problem analysis and decision-making skills •Ability to work independently as well as in a group as a strong team player. •Flexibility, adaptability, and the ability to work under tight deadlines or changing needs. •Adapting and revising roles as the department develops and grows. •Anticipate and respond to needs in relation to changing staffing or organizational changes.
Internal Number: 335679
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.