| Location Twin Cities
Job Family Administration-General
Full/Part Time Full-Time
Regular/Temporary Regular
Job Code 8208A1
Employee Class Civil Service
About the Job
This is a 100% time position to support the administrative, programmatic, research, and educational functions of the University of Minnesotaâ™s Consortium on Law and Values in Health, Environment & the Life Sciences and its leadership (https://consortium.umn.edu).
The Administrative Associate 1 position in the Consortium on Law and Values (Consortium) is an essential member of the Consortiumâ™s team and manages administrative/operational aspects and critical scheduling for Consortium programs and the Consortium Chair. This role works collaboratively with Consortium team members and partners to ensure that the work of the Consortium is successfully executed. The individual in this role will serve as a primary liaison between the Consortium and its many stakeholders, including faculty, students, existing and potential research partners, administrators, national experts, and the public.
The Administrative Associate 1 will work under the supervision of the Consortiumâ™s Senior Administrative & Grants Manager and collaborate with the Consortiumâ™s faculty Chair, Co-Chair, and Director of Strategic Communications & Outreach.
Position Duties and Responsibilities
The Consortium is looking for a colleague who is teamwork-oriented, resourceful, proactive, and organized to contribute to the success of the Consortium. In this administrative and operational role, the incumbent will have the following responsibilities:
â— Provide administrative support for Consortium Chair (35%)
o Manage the Chairâ™s calendar including scheduling in-person and online meetings related to the Consortium, Medical School, Law School, and other professional activities; creating and responding to Doodle Polls; prepare meeting materials, and send reminders.
o Draft and edit complex email, correspondence, meeting minutes, reports, and other documents as assigned.
o Provide administrative support as needed for the educational and outreach activities of the Chair (e.g., courses and lectures taught by the Chair).
o Process occasional expense reimbursements for the Chair, both internal to the University and from external sources; maintain subscriptions.
o Organize the Chairâ™s occasional Consortium-related travel and itineraries.
o Other duties as assigned.
â— Provide administrative and operational support for Consortium grant programs (30%)
o Schedule and manage grant-project related meetings (e.g., research team meetings, student research assistant meetings, research working group meetings, etc.); compile and archive meeting materials, take minutes, and coordinate action items.
o Handle logistics of virtual and in-person grant-related meetings, including draft and send correspondence to speakers, arrange meeting facilities and catering; manage speaker presentations and visits including make travel arrangements for speakers; create and distribute itineraries; coordinate and supervise staff support for each event; process honoraria and speakersâ™ fees and travel expense reimbursements; and requisitions and invoice payments for meeting-related expenses.
o Coordinate IT support, as needed.
o Other duties as assigned.
â— Administrative and operational support for Consortium programmatic activities and events, including public conferences (35%)
o Develop and oversee administrative workflow; triage issues by analyzing, prioritizing, escalating, and resolving appropriately.
o Serve as an effective ambassador for the Consortium, managing inquiries via phone and email; provide office support as needed, including faxing, copying, maintaining files (electronic and hard copy); manage departmental accounts (e.g., email, subscriptions, etc.).
o Serve as the Consortiumâ™s purchasing, reimbursements, and financial transactions subject matter expert, ensuring compliance with department and University policies within established deadlines. Manage and archive financial transactions for the Consortium including purchasing office supplies, processing purchasing card expenses, and creating requisitions.
o Provide staff support for Consortium member meetings and Executive Committee meetings, including scheduling, distributing materials, taking minutes, and communicating with members; organize and actively maintain files, both hard copy and electronic.
o Ensure that programmatic and event updates are conveyed to Consortium team members and other stakeholders.
o Manage logistics for complex events including the Consortiumâ™s Lecture/Webinar Series and other conferences/webinars, including: organize and use project management software (e.g., Trello, Asana) to ensure team coordination; manage event registration, arrange event facilities and catering, draft and send correspondence to speakers, make travel arrangements for speakers including itineraries, manage speaker visits, coordinate and supervise staff support for each event, coordinate with Director of Strategic Communications & Outreach on technical support, draft suggested moderator scripts and run-of-shows; maintain a historical record of events.
o Process payment of speakersâ™ fees and travel expense reimbursements; and requisitions and invoice payments for event-related expenses.
o Coordinate continuing education applications and processing including CLE and CME, manage registration for events, and manage post-event evaluations.
o Other duties as assigned.
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Work Location
The Research & Innovation Office (RIO) and the Consortium on Law and Values in Health, Environment & the Life Sciences endorses a âœwork with flexibilityâ approach that offers a welcoming and flexible work environment where everyone is inspired to do their best. Work location options include working fully remote, partially remote, or entirely in the office and are based on the work of the position. Some on-site work may be necessary for certain positions, even those designated as fully remote. Because we are a land-grant institution that serves the state, the University will continue to- in most cases- expect employees to live in Minnesota.
This position has been designated as Flexible Work Profile Three.
Work Profile Three is expected to work remotely more than 50% of the time. Your dedicated office space will be in your remote work location. The Consortium management retains the right to modify flexible work arrangement agreements on a temporary or permanent basis for any reason at any time.
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