Executive Office and Administrative Specialist
Minneapolis, MN
Job Description

All required qualifications must be documented on application materials.

Required Qualifications:

  • High School Diploma/GED and four years of related office and administrative experience. Coursework in a related field may substitute for some years of experience.
  • High level verbal and written communication skills.
  • Excellent knowledge of/experience with MS Office and Google Apps.
  • Demonstrated exemplary planning and time management skills.
  • Demonstrated ability to multitask and prioritize daily workload.Strong attention to detail.
  • Must be organized and adept at coordinating and managing calendars.

Preferred Qualifications:

  • Experience with the UMN financial system or equivalent.
  • Previous experience using citation/reference managers.
  • Working knowledge or interest in health disparities/equity.

Positon Overview:

The Program in Health Disparities Research (PHDR) invites applicants to apply for the Executive Office and Administrative Specialist position. This position provides administrative support for the PHDR director, faculty, staff, and programs as well as the larger Department of Family Medicine and Community Health (DFMCH) research faculty. A successful candidate will have a strong ability to prioritize work, outstanding communication skills, superior attention to detail and follow-through, ability to multitask, is reliable, and is capable of working both autonomously and part of a team.

Position Responsibilities:

Administrative/Office Management (25%)

  • Serve as liaison between Leadership, faculty, trainees, and staff.
  • Provide excellent customer service, including ensuring program phone line and reception desk is covered when away from the office and inquiries are promptly returned, and serve as program receptionist/information source/first point of contact.
  • Maintain program records and files, including files and documents related to seminars, workshops, hiring, and personnel.
  • Assist with preparing forms to maintain/renew licensure, certifications, and memberships in professional organizations.
  • Assist personnel with ordering and installing software.
  • Assist with data entry and activities related to research projects when necessary, including coverage for project staff in their absences.
  • Updating, editing, and maintaining references/citation managers for research faculty.
  • Preparing and editing presentation materials for leadership, faculty, and programs.
  • Helping with drafting tables for grants, reports, and other program materials.
  • Handle mail, messages, packages.
  • Order and maintain office equipment and supplies; manage office equipment reservations.
  • Maintain the shared space schedule for part-time staff and students.
  • Maintain shared network file folder access.
  • Manage the program email.
  • Help project staff and students navigate UMN and department systems.
  • Copy and collate materials, run errands, and perform other miscellaneous tasks.
  • Type/transcribe correspondence, meeting minutes, and other materials; edit and proof as necessary.
  • Draft and type routine correspondence, forms, notes and notices to staff, meeting agendas and similar materials.
  • Assist with entry of references into reference software.
  • Helping with onboarding procedures for faculty, staff, and students.
  • Other duties as assigned.

Financial Processing (25%)

  • Maintenance of high-activity departmental purchasing card, including gathering receipts, justifications and chart strings from faculty and staff, and timely reconciliation of the transactions.
  • Accurately complete and process documents required to support research projects, including but not limited to vendor set-up documents, Contracts for Professional Service, purchase orders, check requests, and employee reimbursements.
  • Help ensure requisitions are being routed through the system within the UMNs payment terms.
  • Correspond with staff, faculty, and community partners about documentation needed to submit requisitions and status of payments and help new program personnel understand the payment and reimbursement processes.
  • Attend program faculty monthly budget meetings, take notes as necessary.

Scheduling (25%)

  • Maintain complex calendars and schedules for faculty; take messages and serve as point of contact.
  • Assist research staff with scheduling meetings, especially for large meetings with complex schedules.
  • Make meeting arrangements; draft agendas, take minutes & notes, if appropriate.
  • Serve as staff for committees and work groups as assigned.

Communications (10%)

  • Maintain program website (Drupal) and email campaigns (e.g., Mailchimp).
  • Management of digital signage account /content.
  • Compose and edit monthly newsletter.
  • Assist with monitoring and updating program's social media platforms.
  • Updating listserv and maintaining membership database.
  • Creating flyers and other publicity materials for programs.

Event Planning (10%)

  • Assist with seminar/workshop/event arrangements.
  • Help create detailed itineraries for visiting lecturer and researchers, including lodging and travel arrangements.
  • Book meeting rooms, arrange for audiovisual equipment and other facilities, order food and supplies, contact speakers and prepare and distribute schedules and notices.
  • Staff seminars and other events, set up and tear down of rooms, and assure that event proceeds smoothly.
  • Maintain records and gather information/documentation; work with faculty, supervisor, and department/center staff to make sure that seminar/event expenses are tracked and charged appropriately.
  • Advising other staff on event planning.

Program Support (5%)

  • Scheduling, purchasing, and completing other programmatic needs for the T32 cancer disparities grant.
  • Matching summer interns, and Health Equity Leadership and Mentoring program.
  • Create agendas for program monthly meetings.
  • Oversee the staff appreciation event, volunteer event, community service (adopt a family), etc.
  • Coordinate program travel awards.

Salary Range: $16.18 - $27.21 per hour

The University of Minnesota offers a comprehensive benefits package including:

  • Competitive wages, paid holidays, vacation and sick leave
  • Low cost medical, dental, and pharmacy plans
  • Health care and dependent daycare flexible spending accounts
  • Excellent retirement plans with employer match
  • Disability and employer paid life insurance
  • Wellbeing program with reduced insurance premiums
  • Tuition reimbursement opportunities covering 75%-100% of eligible tuition
  • Student loan forgiveness opportunity
  • Opportunities for growth and promotion
  • Employee Assistance Program

For more information regarding benefits: https://humanresources.umn.edu/sites/humanresources.umn.edu/files/2019_tcd-cslr-75100-ben-0105-7_1.pdf

The Department of Family Medicine and Community Health at the University of Minnesota was created more than 45 years ago in response to a legislative mandate to train primary care physicians. Since then, we have been leaders in transforming the specialty through education, research, and patient care. We are the academic sponsor of eight family medicine residencies - five in the Twin Cities, three in Greater Minnesota. We are involved in medical student education activities across the Medical School's two campuses: Twin Cities and Duluth. We sponsor four fellowship programs - sports medicine, hospice and palliative medicine, behavioral medicine, and human sexuality - and offer continuing medical education opportunities. We are regularly among the top National Institutes of Health-funded family medicine departments. Our faculty are actively researching health disparities, healthcare delivery, and population health. More at familymedicine.umn.edu.

The University of Minnesota Medical School Program in Health Disparities Research was established in 2006. The program consists of a trans-disciplinary team developing, implementing, and evaluating cutting-edge solutions to reduce and ultimately eliminate health disparities through collaborative research, innovative education, trusted community partnerships in Minnesota and beyond. For more information, please see our website at www.healthdisparities.umn.edu.

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will have 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-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: http://diversity.umn.edu.

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 Part Time