Temporary Administrative Specialist – Cardiovascular Division (# 360427)

Job ID: 360427

About the Job

 

Job Description
45% Administrative Support
for Section Lead and/or Program Directors
– Utilize independent judgment and knowledge to respond to a wide variety of inquiries from
medical faculty and staff, but not limited to, general office protocol and Departmental and University services and policies.
– Manage
complex electronic calendars to include scheduling appointments and planning and coordinating meetings.
– Perform financial duties
including timely submission of travel and other expenses for reimbursement on behalf of the faculty as requested.
– Supports Program
Directors for any other required activities and events determined to support the success of the program.

25% General Administrative
and Program Support
– Coordinate special conferences and seminars as requested, including hosting international visitors, preparing
travel and meeting itineraries, and arranging audiovisual support.
– Prepare, and compose information and promotional materials for
marketing, displays, conferences, news items, and other purposes as directed by division leadership.
– Provide administrative support for
coordinating events (e.g., lectureships, Grand Rounds, Employee Appreciation events, Annual Conferences, and other educational and
philanthropic events). Work according to University policy with Departmental, University and external partners to:
o Identify and
schedule appropriate venues, rooms, or facilities
o Facilitate AV requests
o Order food and refreshments
o Support onsite event
logistics
o Manage calendar invitations
o Support event-related communications
o Arrange payment for goods and services
– Work
closely with the Cardiovascular Division administrative support staff to provide cross-coverage for other cardiology faculty as needed
during vacations, medical leaves, and employee transitions.

20% Project Support and Coordination
– Organize and distribute agenda
and take meeting notes of weekly and ad hoc meetings.

10% Other Responsibilities as assigned
– Provide additional administrative
support for the Department, including serving as a departmental source of information, greeting delivery staff and visitors to the
department, distributing packages, getting and distributing mail, running errands

This is a temporary position that will last up to
67 business days and will work up to 40 hours per week. This position is not eligible for benefits and is not
permanent. 
 

Qualifications

 

All required qualifications must be included
in the application materials

Required Qualifications
– BA/BS or a combination of related education and work experience to
equal 4 years
– Minimum four years of office experience in a medical setting environment
– Training/education may be substituted for
some of the years of experience
– Excellent oral and written communication skills
– Excellent interpersonal and communication skills
with an ability to work collaboratively with diverse audiences.
– Proficient with Microsoft and Google suites, with the drive to learn
new systems, as needed.
– Reliable and accountable with passion and commitment to their team and community.
– Highly organized with
attention to detail in a fast-paced, multitasking environment.
– Must be self-motivated, self-guided, goal-oriented, and mindful of
deadlines.
– Demonstrated experience handling a wide range of administrative related tasks with a commitment to professionalism and
confidentiality.
– Proficient in University finance policies and procedures to perform a variety of purchasing needs as well as timely
reimbursements to faculty for University travel and other expenses including EFS, PCard, Check Requests, PO’s and Chrome
River.

Preferred Qualifications
– Administrative experience in higher education or an academic medical center.
– Ability to
leverage software technology to advance office operations.
– Ability to work both independently and within a team-based department,
including: physicians, faculty, researchers, trainees, patients, staff, and community members.
– Experience with QGenda provider
scheduling software (or similar).
– Experience with EFS financial reconciliation system (or similar).
– Experience with web
conferencing software (e.g., Zoom, Microsoft Teams, Google Meet).
– Experience supporting events.
– Proficiency with EndNote, Adobe
Acrobat and Adobe Creative Suite
– Experience supporting a leadership team.
– Demonstrated ability to work with and adapt to new
technologies and processes without significant direction.

How To Apply

 

Applications must be
submitted online.  To be considered for this position, please click the Apply button and follow the instructions.  You will be
given the opportunity to complete an online application for the position and attach a cover letter and resume.

Additional documents
may be attached after application by accessing your “My Job Applications” page and uploading documents in the “My Cover Letters and
Attachments” section.

To request an accommodation during the application process, please e-mail employ@umn.edu or call (612)
624-8647.

Diversity

 

The University recognizes and values the importance of diversity and
inclusion in enriching the employment experience of its employees and in supporting the academic mission.  The University is committed
to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to
and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age,
marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression.  To
learn more about diversity at the U:  http://diversity.umn.edu

Committed to innovation and diversity, the Medical School educates physicians, scientists, and health professionals;
generates knowledge and treatments; and cares for patients and communities with compassion and respect. We value excellence, inclusiveness,
collaboration, and discovery.

Optional add: Founded in 1888, the University of Minnesota Medical School has three
campuses. A four-year MD program and the MD/PhD program are located on the Twin Cities campus in addition to MD programs at regional
campuses in Duluth and St. Cloud.

Employment Requirements

 

Any offer of employment is
contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here.
Criminal convictions do not automatically disqualify finalists from employment.

About the U of
M

 

The University of Minnesota, Twin Cities (UMTC)

The University of Minnesota, Twin
Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students
a multitude of opportunities for study and research. Located at the heart of one of the nation’s most vibrant, diverse metropolitan
communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers,
international corporations, government agencies, and arts, nonprofit, and public service organizations.

At the University of
Minnesota, we are proud to be recognized by the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women
and one of America’s Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018,
2019), and Best Employer by State (2019, 2022).

Source link ]

Job ID: 360427

About the Job

 

Job Description
45% Administrative Support
for Section Lead and/or Program Directors
– Utilize independent judgment and knowledge to respond to a wide variety of inquiries from
medical faculty and staff, but not limited to, general office protocol and Departmental and University services and policies.
– Manage
complex electronic calendars to include scheduling appointments and planning and coordinating meetings.
– Perform financial duties
including timely submission of travel and other expenses for reimbursement on behalf of the faculty as requested.
– Supports Program
Directors for any other required activities and events determined to support the success of the program.

25% General Administrative
and Program Support
– Coordinate special conferences and seminars as requested, including hosting international visitors, preparing
travel and meeting itineraries, and arranging audiovisual support.
– Prepare, and compose information and promotional materials for
marketing, displays, conferences, news items, and other purposes as directed by division leadership.
– Provide administrative support for
coordinating events (e.g., lectureships, Grand Rounds, Employee Appreciation events, Annual Conferences, and other educational and
philanthropic events). Work according to University policy with Departmental, University and external partners to:
o Identify and
schedule appropriate venues, rooms, or facilities
o Facilitate AV requests
o Order food and refreshments
o Support onsite event
logistics
o Manage calendar invitations
o Support event-related communications
o Arrange payment for goods and services
– Work
closely with the Cardiovascular Division administrative support staff to provide cross-coverage for other cardiology faculty as needed
during vacations, medical leaves, and employee transitions.

20% Project Support and Coordination
– Organize and distribute agenda
and take meeting notes of weekly and ad hoc meetings.

10% Other Responsibilities as assigned
– Provide additional administrative
support for the Department, including serving as a departmental source of information, greeting delivery staff and visitors to the
department, distributing packages, getting and distributing mail, running errands

This is a temporary position that will last up to
67 business days and will work up to 40 hours per week. This position is not eligible for benefits and is not
permanent. 
 

Qualifications

 

All required qualifications must be included
in the application materials

Required Qualifications
– BA/BS or a combination of related education and work experience to
equal 4 years
– Minimum four years of office experience in a medical setting environment
– Training/education may be substituted for
some of the years of experience
– Excellent oral and written communication skills
– Excellent interpersonal and communication skills
with an ability to work collaboratively with diverse audiences.
– Proficient with Microsoft and Google suites, with the drive to learn
new systems, as needed.
– Reliable and accountable with passion and commitment to their team and community.
– Highly organized with
attention to detail in a fast-paced, multitasking environment.
– Must be self-motivated, self-guided, goal-oriented, and mindful of
deadlines.
– Demonstrated experience handling a wide range of administrative related tasks with a commitment to professionalism and
confidentiality.
– Proficient in University finance policies and procedures to perform a variety of purchasing needs as well as timely
reimbursements to faculty for University travel and other expenses including EFS, PCard, Check Requests, PO’s and Chrome
River.

Preferred Qualifications
– Administrative experience in higher education or an academic medical center.
– Ability to
leverage software technology to advance office operations.
– Ability to work both independently and within a team-based department,
including: physicians, faculty, researchers, trainees, patients, staff, and community members.
– Experience with QGenda provider
scheduling software (or similar).
– Experience with EFS financial reconciliation system (or similar).
– Experience with web
conferencing software (e.g., Zoom, Microsoft Teams, Google Meet).
– Experience supporting events.
– Proficiency with EndNote, Adobe
Acrobat and Adobe Creative Suite
– Experience supporting a leadership team.
– Demonstrated ability to work with and adapt to new
technologies and processes without significant direction.

How To Apply

 

Applications must be
submitted online.  To be considered for this position, please click the Apply button and follow the instructions.  You will be
given the opportunity to complete an online application for the position and attach a cover letter and resume.

Additional documents
may be attached after application by accessing your “My Job Applications” page and uploading documents in the “My Cover Letters and
Attachments” section.

To request an accommodation during the application process, please e-mail employ@umn.edu or call (612)
624-8647.

Diversity

 

The University recognizes and values the importance of diversity and
inclusion in enriching the employment experience of its employees and in supporting the academic mission.  The University is committed
to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to
and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age,
marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression.  To
learn more about diversity at the U:  http://diversity.umn.edu

Committed to innovation and diversity, the Medical School educates physicians, scientists, and health professionals;
generates knowledge and treatments; and cares for patients and communities with compassion and respect. We value excellence, inclusiveness,
collaboration, and discovery.

Optional add: Founded in 1888, the University of Minnesota Medical School has three
campuses. A four-year MD program and the MD/PhD program are located on the Twin Cities campus in addition to MD programs at regional
campuses in Duluth and St. Cloud.

Employment Requirements

 

Any offer of employment is
contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here.
Criminal convictions do not automatically disqualify finalists from employment.

About the U of
M

 

The University of Minnesota, Twin Cities (UMTC)

The University of Minnesota, Twin
Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students
a multitude of opportunities for study and research. Located at the heart of one of the nation’s most vibrant, diverse metropolitan
communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers,
international corporations, government agencies, and arts, nonprofit, and public service organizations.

At the University of
Minnesota, we are proud to be recognized by the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women
and one of America’s Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018,
2019), and Best Employer by State (2019, 2022).

, Temporary Administrative Specialist – Cardiovascular Division (# 360427)

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