Administrative Associate 1

All required qualifications must be documented on application materials.

Required Qualifications:

• BA/BS degree or a combination of related education and work experience to equal at least four years.

This position provides independently guided executive level support to the Vice Chair for Research and research division leadership team, in addition to Research faculty members and their administrative research directors/managers; and leads. Organizes, and oversees the administrative day-to-day operations for the Research Division. This position operates in a complex and multi-layered system and is expected to effectively communicate and collaborate with colleagues internal and external to the institution to advance the mission of the Research Division with the Department of Family Medicine and Community Health. This position is embedded within a fast-paced, excelling, and ever-growing research division that will continue to expand over the next 10 years. This position is responsible for providing excellent customer service, ensuring faculty and staff are supported with their administrative needs. This position will also supervise a part-time student.

Executive Support, Administrative Planning and Scheduling (30%)

• Responsible for scheduling and time management for the Vice Chair for Research, including responsibility for complex electronic scheduling with individuals internal and external to the University.This includes prioritizing and decision-making regarding meetings with faculty, staff and collaborators involved with the Vice Chair’s many roles.
• Organize, research, and provide pertinent background materials to ensure that the Vice Chair is well-briefed and prepared for scheduled meetings and events.
• Prepare first drafts of emails, reports, nominations for awards, and other materials for the Vice Chair for research and leadership team.
• Take notes at meetings and prepare summary document of notes to distribute and track activities in the research division.
• Assist with the development of research division documents, maintain calendar milestones and track deadlines for various reporting requirements.
• Develop an annual calendar, set deadlines and priorities, plan and execute events.
• Train other research division administrators in key software including google documents, reference manager software, WORKS, and other systems.
• Lead the coordination of the Research Division Faculty search process. Academic search process responsibilities include working with the search committees, applicants, arranging interview schedules and meetings and working with the human resources staff to establish search files, tracking applicants, distributing applications and evaluations, and obtaining signatures for offer letters
• Develop and implement a comprehensive directory for all necessary documents related to Vice Chair of Research and Research Faculty information to ensure easy access and organization.
• Improve the process for tracking association memberships and their associated logistics, including password management, to streamline operations.

Accounting Support (20%)

• Work with finance, vendors and the Office of General Counsel to ensure University terms and conditions are agreed upon and met. Develop a database with approved vendors.
• Serve as the main contact for purchasing, including vendor setups, placing and receiving orders, UMarket, etc for research faculty and their administrative directors/managers.
• Manage travel arrangements and reimbursements for the Vice Chair and Research Division Faculty.
• Review and reconcile purchases on a monthly basis
• Maintain a budget for office supplies and track costs.
• Submit faculty expenses and pay invoices
• Train other research division administrators in Chrome River, invoicing, p-card reconciliation, and other accounting administrative tasks.

Office Management (20%)

• Independently manage overall office facilities, lead projects to implement space and equipment changes.
• Resolve issues regarding state-of-the-art office equipment; work with faculty and staff to purchase needed equipment
• Lead the development and implementation of new administrative initiatives, processes, and workflows to align with the Department’s policies and procedures.
• Develop and sustain an effective, efficient and logical organizational system for the Research Division to include electronic management of paper files, emails, and meeting notes and identifying and implementing new approaches to changing situations.
• Independently leads the smooth and efficient operation of the office.

Event Planning (10%)

• Independently manage the planning and logistics for seminars, workshops and events
• Create detailed itineraries for visiting lecturer and researchers, including lodging and travel arrangements
• 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
• Set up and manage virtual seminars and events
• Train other research division administrators in key IT functions including zoom, virtual set up, camera set up, and other IT systems.

Communications (10%)

• Work with communications to highlight research activities, publications and research staff in the monthly newsletter.
• Collect information on grant announcements to include on monthly seminar agendas
• Work with research communications coordinator to ensure announcements go out in a timely manner
• Set up and use google documents for research division purposes or faculty needs
• Create powerpoint slides for faculty presentations.

Other (10%)

• Assist with entry of references into reference software: Update, edit and maintain references/citation managers for research faculty.
• Format and submit manuscripts to journals on behalf of the Research Faculty. Track and manage submissions and revisions.
• Assist with entering faculty information into Works. Support faculty in maintaining their CVs in Works.
• Prepare and edit presentation materials for leadership, faculty, and programs.
• Draft tables and figures for grants, reports, and other program materials
• Assist with the onboarding of new employees.
• Other duties as assigned.

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 seven family medicine residencies—five in the Twin Cities, two in Greater Minnesota. We are involved in medical student education activities across the Medical School's two campuses: Twin Cities and Duluth. 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.

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-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.