The primary function of this position is to provide administrative support to Critical Care and Acute Care faculty surgeons. The successful candidate will have excellent communication and decision-making skills, and a strong ability to prioritize work while working independently, exceptional attention to detail and follow-through, strong critical thinking skills and judgment, a strong and proactive customer service orientation, reliability, and the ability to work both autonomously and as part of a team . Specific duties include:
Administrative Support to Faculty (60%) Provide high level executive administrative assistance to four Surgical Critical Care faculty to include electronic calendaring and resolution of scheduling conflicts, schedule coordination across MHealth system, including Medical School, UMP, and Fairview, with clinical staff and departmental divisions, organization of faculty-initiated meeting requests, facilitate communication between faculty and clinical staff, editing/proofreading correspondence/documents/reports/etc. Plan complex domestic and internal travel and oversee the reimbursement process. Maintenance of CVs in Works and independently troubleshoot issues with Office of Faculty Affairs. Work with partners at UMP and Fairview on credentialing of new faculty and onboarding of clinical faculty, ensuring that issues are known and escalated to appropriate partners. Oversee and manage professional licensing, continuing education, and memberships. Manage faculty files and records, and assist with faculty reviews. Respond in a timely manner to day-to-day email, phone, and in-person requests by and of faculty.
Promotion and Tenure Process Management (30%) • Act as departmental lead and liaison to the Medical School Office of Faculty Affairs • Plan and establish work goals, tasks, and resources for the annual promotional process • Lead the entire promotion and tenure process for the DOS including: o Organize the complex procedural calendar related to faculty promotion and annual evaluations o Oversee the coordination of materials related to the annual review process including assembling policy and procedure information for committee members o Assemble and disseminate weekly promotion and tenure committee meeting documents and dossier components o Ensure that deadlines are met by proactively and independently managing all aspects of P&T process o Schedule promotion and tenure annual meetings with committee members and DOS Faculty members as well as tenure meetings between the tenured professors and the Chair
Shared Division Administrative Support/Reception (10%) On days when scheduled for in-office work: Responsible for timely opening and independent operation of Division office during office hours. Assist Critical Care Faculty with tasks that require in-office staff presence. Answer in-person and phone inquiries in a professional and efficient manner, direct callers and/or relay messages. Greet Critical Care visitors and notify faculty that guests have arrived. Direct students, faculty, staff, and visitors to the appropriate resources or individuals. Coverage of main office phone; provide direction to patient calls and inquiries for assistance. Monitor voicemail for front desk phone line and distribute or respond to messages as appropriate. Receive and distribute packages for faculty and staff who use 11th floor mail room and MMC 195 mail room. Daily monitoring and distribution of incoming faxes, mail, and other deliveries. Assist administrative staff with planning and set-up/clean-up of division events as needed. Other duties as assigned.
Program/Unit Description The Department of Surgery consists of 83 faculty members, approximately 36 fellows and 54 residents. The Department of Surgery has a rich history of renowned basic and clinical science research, distinguishing itself as an academic and clinical center of excellence. We are committed to engaged scholarship and excellence in teaching. Since 1916, the Department of Surgery has been providing innovative and compassionate patient care.
The Department of Surgery strives to provide a productive work environment for women and men from varying racial, ethnic, social, and national backgrounds.
Salary Range $20.38 - $30.43
All required qualifications must be documented on application materials
1897 Program/Project Specialist - Department of Surgery
* This position is represented by AFSCME Clerical Bargaining Unit.
REQUIRED: • High School Diploma/GED and 5 years of related experience. Training/coursework/education may be substituted for some of the experience requirement. • Experience should include 2+ years continuous experience providing direct administrative support to a high level professional, leader, or executive in a medical or other highly specialized setting • Excellent verbal and written communication skills, including grammar, spelling, punctuation, etc. • Ability to work in a fast-paced office environment, with the ability to adapt to change • Ability to work independently to prioritize work with minimal supervision and exercise appropriate decision-making • Ability to maintain a professional and positive demeanor with all levels of employees • Customer Service experience, both in-person and via phone • Ability to work 8:00am-4:30pm, Monday-Friday • Intermediate level knowledge of Microsoft Office and other common office applications
PREFERRED: • Experience providing administrative support to multiple high-level professionals • Experience working with diverse faculty and students in higher education setting • Experience working independently and/or in a self-led capacity • 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 Google Calendar • Experience with Enterprise Financial System • Experience with Chrome River software • Experience with business travel planning • Proven reliability/experience with timely daily opening of office/business • Ability to sit/stand at desk for long periods of time • Ability to work at computer for long periods of time • Typing speed and accuracy of 50 wpm or more • Ability to lift and carry up to 30 pounds (on occasion)
Internal Number: 341169
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.