Administrative Associate 1

The Division of Pediatric Epidemiology and Clinical Research and Division of Pediatric Hematology and Oncology are seeking an Administrative Associate to support faculty and research staff in their day-to-day activities, including managing complex scheduling, understanding and informing faculty/staff of University policies, maintaining CVs and biosketches, and arranging travel.

The position is a combination of work-from-home and on-campus days. We believe that diversity, equity, and inclusion are core to our pursuit of excellence and we encourage applications from varying and intersecting identities reflective of our communities - including people of color, indigenous people, people from working class backgrounds, and LGBTQ+ people. Hence, we encourage applications from people with these identities or who are members of other marginalized communities. Learn more about diversity, equity, and inclusion in the Department of Pediatrics here: https://med.umn.edu/pediatrics/equity-diversity-inclusion.

What We're Looking For:

We're seeking someone who thrives in dynamic environments and has a proven ability to juggle multiple priorities with precision and efficiency. You're a proactive problem-solver who's comfortable with ambiguity, detail-oriented, and deeply committed to collaboration. You enjoy building relationships, take pride in your organizational skills, and are motivated by contributing to a meaningful mission.

Faculty Support 60%:

• Manage several complex faculty calendars and schedule meetings, including prioritizing and making decisions on a daily basis regarding faculty's electronic calendars to include scheduling appointments, planning meetings, and scheduling personnel interviews.
• Independently update faculty CVs, biosketch and trainee information tables on a regular ongoing basis for assigned faculty.
• Obtain and process documentation for performance appraisals, promotion and tenure, and committee responsibilities, as assigned.
• Coordinate travel arrangements for meetings, conferences, and speaking engagements (airline reservations, hotel reservations and meeting registration) and submit travel and miscellaneous expenses for reimbursement.
• Manage professional and journal memberships for assigned faculty.
• Onboard new faculty including ordering computers, phones, pagers, and other equipment, as necessary.

Division Administration 40%:

• Develops and oversees administrative and operational workflow for assigned programs/projects.
• Conducts analysis and makes recommendations to improve inefficiencies and effectiveness of business operations to best align with overall department/division goals.
• Acts as representative of the Division to internal and external agencies and partners.
• Ability to identify and act on potential questions/problems and independently resolve these matters.
• Explain complex policies and procedures and independently resolve problems/questions. Serve as local expert on division, department and UMN administrative policies and procedures.
• Utilize knowledge of division faculty research projects and associated timelines and deliverables to ensure time-sensitive requests are fulfilled.
• Serve as the point person for the faculty in the division.
  

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.
• Proficiency in Google Applications (Gmail, Calendar, Docs, Forms, Chat) and Microsoft Office Suite (Word, Excel, PowerPoint).
• Demonstrated organizational skills with the ability to meet strict timelines.
• Exceptional written and verbal communication skills.

Preferred Qualifications:

• Experience with University of Minnesota computer systems (Chrome River, EFS, etc).
• Strong technical and project management skills.
• Applies knowledge and skills to a recurring task or activity with emphasis typically on precision and timeliness of execution.
• Demonstrated ability to learn, interpret independently and apply a variety of complex policies and procedures.
• Experience in supporting development of manuscripts and/or presentations and/or grants, including editing for grammar, citation, and refining figures and tables.
• Self-motivated and able to work autonomously.
  

Pay Range: $22.00 - $35.00/hour; depending on education/qualifications/experience

Time Appointment: 75%-100% Appointment

Position Type: Civil-Service & Non-Faculty Labor Represented Staff

Please visit the Office of Human Resources website for more information regarding benefit eligibility.

The University offers a comprehensive benefits package that includes:

• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost
• Employee Transit Pass with free or reduced rates in the Twin Cities metro area

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.

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.

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).

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.
The mission of the regional campus located in Duluth is to be a national leader in improving healthcare access and outcomes in rural Minnesota and American Indian/Alaska Native (AI/AN) communities. In partnership with CentraCare, the regional campus in St. Cloud offers a wide range of patient experiences throughout students' education in Greater Minnesota and prepares them to become exceptional clinicians and leaders for rural and immigrant populations.