Administrative Associate 1: Infectious Diseases & International Medicine

Apply for Job Job ID358573 LocationTwin Cities Job FamilyAdministration-General Full/Part TimeFull-Time Regular/TemporaryRegular Job Code8208A1 Employee ClassCivil Service Add to Favorite Jobs Email this Job About the Job ABOUT THE JOB: The Infectious Disease and International Medicine Division is searching for a dynamic individual to join our innovative, fun and collaborative administrative team. This multi-faceted position is entrusted to provide quality administrative services to the faculty and staff of the Division and performs a variety of responsibilities while working closely with a dedicated team. This is a key role that will contribute to the overall success of the division and offers the opportunity to actively participate in a growing, fast-paced division of a respected higher education, healthcare system. This will be a hybrid in-office and remote work role. RESPONSIBILITIES INCLUDE: 50% Operations and Support Manages communication and access to assigned faculty. Triages emergent and significant issues by analyzing, prioritizing, escalating and resolving appropriately. Effectively manages time and scheduling needs of assigned IDIM faculty; manages a high volume and complex calendaring requirements ensuring accurate and efficient time management in a dynamic environment. Initiate and coordinate meeting/conference registration, travel arrangements and forms, and process reimbursements. Organize travel and meeting itineraries as needed. Handles signature and routing of confidential, financial, and research-related documentation. Update and edit faculty CVs and WORKS data, coordinating the faculty annual review process. Develop and manage clinical schedules for service rotations and ensure alignment with faculty annual requirements. Act as liaison for faculty with other departments and collaborators including partners from outside the University. Manages through to completion various financial transactions and processes while ensuring compliance with department and University policies within established deadlines. Maintains detailed copies of expense reports and receipts. Partner with leadership for any other required activities and events and establish tools and processes that support their success. 40% Project Coordination and Communication Initiate and lead IDIM administrative team projects through development and oversight of administrative and operational workflow. Identify and provide necessary support to ensure the workflow is coordinated, organized, and maintained. Collaborate in Department of Medicine roll-outs; gain thorough understanding of the project including assignments and deadlines in order to reach successful completion. Ability to manage and meet conflicting deadlines. Manage and distribute agendas and handle tech needs for weekly and ad hoc meetings including the dissemination and storage of confidential materials. Compose/draft and/or prepare business correspondence, memoranda, forms. 10% Other Responsibilities as assigned Work closely with the Infectious Diseases and International Medicine Division administrative support staff to provide cross-coverage for other IDIM faculty as needed during vacations, medical leaves, and employee transitions. AND Other duties as assigned Qualifications All required qualifications must be documented on application materials REQUIRED QUALIFICATIONS (must be documented on application/resume): *BA/BS or a combination of related education and work experience to equal 4 years *Excellent oral and written communication skills *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. *Ability to work in a fast-paced environment to provide support in a profe sional manner, meet deadlines, multi-task and prioritize projects *Perform responsibilities with a high level of discretion, integrity, and confidentiality *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. PREFERRED QUALIFICATIONS: *Administrative experience in higher education or an academic medical center. *Minimum four years of office experience in a medical setting environment *Previous experience supporting executive-level leaders *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 web conferencing software (e.g., Zoom, Microsoft Teams, Google Meet). *Experience supporting events. *Proficiency with EndNote, Adobe Acrobat and Adobe Creative Suite *Demonstrated ability to work with and adapt to new technologies and processes without significant direction. *Proficient in University finance policies and procedures to perform a variety of purchasing needs as well as timely reimbursements to faculty for University travel and other expenses including EFS, PCard, Check Requests, PO's and Chrome River. Benefits Working at the University At the University of Minnesota, you'll find a flexible work environment and supportive colleagues who are interested in lifelong learning. We prioritize work-life balance, allowing you to invest in the future of your career and in your life outside of work. The University also 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 Scholarship 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 Please visit the Office of Human Resources website for more information regarding benefits. How To Apply 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... For full info follow application link. 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.