Administrative Associate 1
Minneapolis, MN
Job Description

All required qualifications must be documented on application materials

Required Qualifications:

  • BA/BS or a combination of related education and work experience to equal four years.
  • Demonstrated experience in, and an on-going commitment to, working effectively with and across diverse communities: including people of color, people of various gender and sexual identities and expressions, underrepresented groups and new immigrant populations; people with both visible and invisible disabilities.
  • Excellent judgement, communication, diplomacy, and demonstrated experience working in a collaborative environment.
  • Experience developing, managing, and forecasting budgets.
  • Proficiency/experience in MS Office Suite, Google apps, EndNote, and Adobe Acrobat Pro
  • Basic knowledge of HTML and CSS; ability to edit existing Dreamweaver platform websites.
  • Documented evidence of advanced writing skills such as; writing/analyzing reports and drafting complex policy/planning documents and correspondence.
  • Demonstrated/documented professional verbal and presentation communication skills.
  • Documented track record of exercising a high degree of discretion and independent judgment.
  • Experience handling confidential information.
  • Experience working in a fast-paced creative environment.
  • Experience preparing /tracking financial documents; purchase orders, contracts, reimbursements, expense reconciliation.
  • Experience planning/coordinating international and group travel.
  • Experience managing multiple projects with competing deadlines.

Preferred Qualifications:

  • Three or more years of full-time work experience in higher education, at a large, complex organization, or in an organization that provides service to diverse individuals and communities.
  • At least one year experience developing, managing, and forecasting budgets.
  • Experience within the University of Minnesota's Enterprise Financial System.
  • Experience with the University of Minnesota academic systems, infrastructure, and regulations and policies.
  • Experience with public relations, event coordinating, marketing strategy and fundraising in a non-profit environment.
  • Experience with internal and external website creation and maintenance.
  • Proficiency in Adobe Photoshop, InDesign, Illustrator and Dreamweaver.
This position is responsible for the administration of the Institute for the Biology of Aging and Metabolism. The position also serves as the executive assistant to the two Directors of the Institute in both Center and research laboratory activities, managing administrative processes and communication in support of the faculty member's research and educational responsibilities.

(30%) Operational Management:
  • Represent the Institute for the Biology of Aging by serving as the professional interface with a variety of internal and external executive level professionals from health systems organizations to domestic and international academic, corporate, political, and industry leaders.
  • Plan and execute sponsored/non-sponsored events on both a domestic and international level.
  • Provide on and off-site administration and oversight of event related activities at the University of Minnesota and other affiliated institutions and organizations.
  • Facilitate symposium budget activities including: pricing for symposium needs, negotiating contracts, identifying potential funds, manage responsible spending, review invoices for accuracy and forward for payment.
  • Facilitate symposium planning committee meetings.
  • Prepare outcome reporting following events to include outcomes in research, collaborations and publications, public relations and financial operations.
  • Develop and revise content for the IBAM laboratory website and intranet.
  • Maintain social media presence to promote and enhance IBAM.
  • Identify and facilitate marketing strategies to promote and enhance IBAM.
  • Provide systems and processing surrounding internal and external award programs both domestic and international.

(30%) Develop and manage administrative processes and communication in support of faculty members research, and educational responsibilities.
  • Track the allocation of research funds and reporting on the status and resources required for the multiple research projects.
  • Ensure accurate and timely submission of research publications and abstracts.
  • Manage complex faculty calendars and schedule meetings.
  • Develop, implement and evaluate efficient procedures and workflows for triaging and promptly responding to requests from internal and external entities for information, meetings or presentations. This requires an understanding of priorities, position and relationships of the given entities and leadership roles in relation to these entities.
  • Act as a single point of contact and effectively coordinate responses with appropriate UMN or external offices.
  • Develop and implement tracking systems for information and data requests, grant and administrative reports, expenses related to travel when more than one entity is funding the travel and academic productivity.
  • Compose, edit, and distribute communications on behalf of program leaders
  • Perform complex problem-solving to determine the root cause of and reasonable solution to process, communication and reporting errors

(25%) Develop and Submit Grant Proposals and Progress Reports:
  • Facilitate grant applications by providing administrative information, coordinating with staff, and writing key components of the application.
  • Work closely with the Biogen pre and post award staff, Research Support Services and the SPA office on requirements and submission deadlines.
  • Prepare administrative information for proposals; respond to issues that arise from sponsor or the investigator prior to award, identify novel circumstances and collect information for discussion with senior staff when needed; serve as liaison to sponsoring agencies and University personnel.

(15%) Human Resources:
  • Coordinate faculty, staff and trainee hiring, division orientation, leaves of absence and termination.
  • Assist Directors/PI by ensuring compliance to internal and external requirements for international visiting scholars.
  • Represent the College as the primary administrative liaison between visiting faculty/scholars/ISSS and IBAM.
  • Interpret and explain complex policies and procedures related to international travel, visiting scholars, and UofM policies.
  • Coordinate travel and scheduling of IBAM lab speakers and visitors.
  • Collaborate with Centers/Lab and HR/payroll staff to recruit and hire employees in various employee groups (undergraduate and graduate students, CS/BU, P&A).

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 or call (612) 624-UOHR (8647).

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:

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.

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.

Job Type Full-time