The Department of Dermatology is looking for an Executive Office and Administrative Specialist (1885) to join our team. The Executive Office and Administrative Specialist will provide administrative support to the Department. The successful candidate will be 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 multi-task.
Appropriate COVID-19 precautions are in place at all times including in our office. This position is based out of Minneapolis, MN and is eligible for hybrid work-from-home and/or on-campus work dependent upon individual performance and organizational need. General schedule is 8:00 AM - 4:30 PM. Occasional work outside those hours may be required to accommodate departmental activities needing administrative assistance (hours will be flexed in those situations). Because the University of Minnesota is a land-grant institution that serves the state, residing in Minnesota is typically required.
Job Responsibilities
75% Administrative Support for Faculty
Serve as administrative support to faculty, including the executive leadership:
Utilize independent judgment and knowledge to respond to a wide variety of inquiries from medical faculty and staff, but not limited to, general office protocol and Departmental/University services and policies.
Manage complex electronic calendars to include scheduling appointments and planning and coordinating meetings.
Maintain faculty CV’s and WORKS data, and act as liaison for faculty with other departments and collaborators.
Compose/draft and or prepare business correspondence, memoranda, forms, spreadsheets; file faculty documentation.
Assist with meeting/conference registration, travel arrangements and forms and process reimbursements.
Prepare presentation materials and edit documents for grammar, punctuation and style.
Provide faculty support for promotion and tenure, including assisting, formatting and compiling dossier components and assisting with the formatting of tables and charts.
Perform literature searches as requested.
25% Other Responsibilities
Organize or coordinate department faculty recruitment activities as requested. This may include coordinating all or some aspects of prospective visits, organizing and scheduling agendas, travel reservations, escorting candidates on interview days, providing reimbursement support, and related activities.
Provide support for grant-related activities
Provide additional administrative support for the Department, including serving as a departmental source of information, greeting delivery staff and visitors to the department, distributing packages, getting and distributing mail, running errands on campus, scanning, faxing or copying documents, supporting recruitment activities involving prospective faculty or staff, supporting Departmental events.
Provide faculty and QGENDA support coverage for other administrative team members in their absence.
Assist with other Departmental projects and duties as assigned.
*This position is represented by a bargaining unit, AFSCME Clerical.*
Hourly Range: $18.95 to $28.88 USD/hour, DOQ.
All required qualifications must be documented on application materials.
Required Qualifications:
High School Diploma/GED and four years of related office experience. Training/education may be substituted for some of the years of experience.
Excellent interpersonal and communication skills with an ability to work collaboratively with diverse audiences.
Proficient with Microsoft and Google suites, with the drive to learn new systems, as needed.
Reliable and accountable with passion and commitment to their team and community.
Highly organized with attention to detail in a fast-paced, multitasking environment.
Must be self-motivated, self-guided, goal-oriented, and mindful of deadlines.
Demonstrated experience handling a wide range of administrative related tasks with a commitment to professionalism and confidentiality.
Previous experience supporting executive leaders.
Preferred Qualifications:
Administrative experience in higher education or an academic medical center.
Ability to leverage software technology to advance office operations.
Ability to work both independently and within a team-based department, including physicians, faculty, researchers, trainees, patients, staff, and community members.
Experience with QGenda provider scheduling software (or similar).
Experience with EFS financial reconciliation system (or similar).
Experience with web conferencing software (e.g., Zoom, Microsoft Teams, Google Meet).
Internal Number: 348561
About University of Minnesota, Twin Cities
The University of Minnesota, founded in the belief that all people are enriched by understanding, is dedicated to the advancement of learning and the search for truth; to the sharing of this knowledge through education for a diverse community; and to the application of this knowledge to benefit the people of the state, the nation, and the world.
