Program Project Specialist

Position Overview:
The Program Project Specialist provides administrative and general operations support to administration, faculty, and staff of the Department of Family Medicine and Community Health (DFMCH). The person in this position ensures smooth operations in the areas of administration, department purchasing, front office support, faculty annual processes, and technology needs of the department. This position also supports the coordination of events and departmental projects and initiatives.

The principal job responsibilities include the following: make departmental supply and technology purchases and maintain departmental PCard, identify vendors and negotiate services/contracts, assist in operational workflow and tracking of faculty annual review process, coordinate logistics of departmental meetings, maintain up to date department contact lists, serve as Department Facilities Representative - facilitating department space planning and usage including processing access requests, assist as needed with executive calendars, manage department wide parking validation system and requests, identify and implement systems to improve workflow and efficiencies.

The successful candidate will be proactive, reliable, and able to work both autonomously and collaboratively. The position requires a strong ability to prioritize work, outstanding communication skills, superior attention to detail and follow through, and the ability to multitask. This position is based out of Minneapolis, MN and is eligible for hybrid work dependent upon individual performance and organizational need, though some regular on-site work will be expected. Because the University of Minnesota is a land-grant institution that serves the state, residing in Minnesota is typically required.

Job Responsibilities:

30% Administrative Systems and Project Management:

• Manage administrative projects for the department; create and maintain procedural documents.
• Develop and manage systems for maintaining up to date departmental contacts, tracking and responding to new employees, changes in employee status, and employee departures.
• Create and maintain shared, often confidential or sensitive documents and data, such as contracts and financial information.
• Maintain departmental services with outside vendors and serve as primary contact.
• Manage departmental off-site storage system, including inventory of content in boxes and destruction dates prompting review of files as needed.
• Implement and revise department emergency protocol as needed and serve as Building Emergency Plan Representative.
• Implement and maintain a system for tracking and responding to technology and access needs of new employees.
• Facilitate faculty credentialing by serving as primary departmental contact, sending communications regarding provider enrollment updates, and monitoring completion of process.

30% Facilities & Equipment Management:

• Manage and coordinate all aspects of facilities, equipment orders, moves, and renovations for the department including space planning & utilization, managing office/space assignments, overseeing moves and renovations, equipment disposal/salvage.
• Serve as Department Facilities Representative (DFR)
  • Process telecommunications and facilities management requests.
  • Process door access requests, maintain inventory of keys, and conduct annual audit of access.
  • Create and send communications to staff and faculty related to facilities and building updates.
  • Represent the department at advisory committee meetings and disseminate necessary information.
• Manage all space related expenses (i.e., computer and telephone service orders, furniture and equipment orders).
• Create and execute an overall plan for computer resources to prioritize purchases, establish a roster of approved equipment and schedule for replacement or upgrading of equipment.
• Maintain adherence to computer security/encryption policies of AHC and University.
• Initiate computer purchases and access to networks and file groups for new users.
• Provide guidance or resources for technical support as needed to departmental staff and faculty.

25% Departmental Purchasing and Administrative Support:

• Hold Department P-Card and adhere to all policies related to secure use. Make departmental purchases, maintain records, and provide documentation for reconciliation.
• Coordinate distribution of parking vouchers (maintain parking log, records, and accounts) and oversee departmental parking reimbursement processes.
• Manage and order office supplies.
• Assist with operations of the department front desk including providing backup coverage.
• Hire, train, and supervise student workers for administrative support roles if needed.
• Scan materials and prepare documents for archiving and monitor completion and accuracy.
• Monitor conference room scheduling; maintain audiovisual equipment and train users.
• Serve as key contact and key operator for office machines (copier, fax, postage meter, scale) and services (confidential shredding services, arrangements for outside copying of large projects).
• Manage and oversee department email and sponsored accounts.
• Act as key contact for department staff and faculty with policy and procedure questions.

15% Executive Support:

• Assist Chair's Assistant in administering the faculty annual review process, developing, implementing, and revising tracking systems and communicating with faculty regarding required documents and processes.
• Coordinate logistics related to department events, committee meetings, and extended faculty meetings and handle details, including room reservations, monitoring expenses, catering, A/V, and materials.
• Provide project coordination and clerical support to the Department Administrator, Chair's Assistant and others as assigned.
• Manage calendars, draft correspondence, organize management meetings and develop/distribute agendas and materials.
• Other duties as assigned.

Required Qualifications:

• High School Diploma/GED and five years related experience to include project management. Related education may be substituted for up to two years of experience.
• Proficient in Microsoft Office Suite (Word, Excel, and PowerPoint), Google Suite, and Zoom.
• Demonstrated ability to develop, maintain, and implement administrative systems and processes.
• Demonstrated ability to work as part of a team, but also able to work independently.
• Experience organizing and prioritizing multiple requests/tasks.
• Demonstrated effective, professional oral and written communication skills.

Preferred Qualifications:

• Excellent interpersonal skills; demonstrated ability to work and communicate productively with faculty, staff, and internal and external constituents.
• Excellent written communication skills for creation of program materials, and drafting of various communications, and reports.
• Ability to manage and prioritize a diverse range of responsibilities and projects and produce timely results.
• Experience with pCard purchasing procedures.
• Prior University of Minnesota experience.

The Department of Family Medicine and Community Health at the University of Minnesota was created more than 50 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 ten family medicine residencies-five in the Twin Cities, five in Greater Minnesota. We are involved in medical student education activities across the Medical School's three campuses: Twin Cities, Duluth, and Saint Cloud. We sponsor five fellowship programs-sports medicine, hospice and palliative medicine, behavioral medicine, clinical informatics, 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 https://med.umn.edu/familymedicine.

Pay Range: $25.78-$37.93 per hour; and we anticipate most offers will be around the midpoint of this range $31.27-$34.46 per hour, depending on education and experience.

Time Appointment: 100% Appointment

Position Type: 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

While our salary ranges provide a framework, it is important to note that most of the
time, the initial pay may not reach the maximum of the range. This approach ensures
that compensation reflects the value and unique contributions of each candidate while
maintaining equity within our organization. As part of our commitment to fair and
equitable compensation, please be aware that the salary offered to incoming candidates
will be based on their individual credentials and experience.

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 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 jobcentr@umn.edu.

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 Forbes as a Best Employer for Company Culture (2026), Best Employer for Women (2023, 2025, 2026), and Best Employer by State (2022-2026). In 2026, we also received Culture Excellence & Industry Awards recognition for employee appreciation and work-life flexibility.