Executive Assistant-Department of Otolaryngology (Administrative Associate 2)

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Job ID

364949

Location

Twin Cities

Job Family

Administration-General

Full / Part Time

Full-Time

Regular / Temporary

Regular

Job Code

8208A2

Employee Class

Civil Service

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About the Job

Administrative Associate 2

Administrative Support-Department of Otolaryngology-Head & Neck Surgery Head

This position provides executive level administrative support for the Head of the Department of Otolaryngology-Head & Neck Surgery.

This position facilitates communications and access to the Department Head, and is the first point of contact for the Head's office.

The successful candidate must be reliable and able to work both autonomously and collaboratively with system partners across institutions, especially with University of Minnesota Physicians and MHealth Fairview.

The position requires a strong ability to prioritize work, outstanding communication skills, superior attention to details and diligence in follow-through to make sure tasks are completed.

This position will be performed in a hybrid work environment. Work is performed in a planned split between on-site and remote locations.

The supervisor will determine the appropriate balance that meets the needs of the department and the other priorities for workplace flexibility.

Specific duties include :

70% - Administrative Support for the Department Head :

• Manage daily operations of the department head's office.
• Effectively manages the department head's complex academic and clinical schedule, balancing competing priorities and ensuring accurate and efficient time management in a dynamic environment.
• Triage a large volume of complicated and / or sensitive inquires, following up in a timely and appropriate manner on issues needing attention to ensure a high level of service for the office and elevating significant issues to department head and administrator.
• Meet deadlines under pressure with discretion, integrity and confidentiality.
• Coordinate annual faculty review, faculty promotion and tenure process.
• Coordinate written communications to and from the department head's office, including preparing correspondence, meeting minutes, reports and presentations, and disseminate department communications.
• Respond to and prioritize the handling of various inquiries and requests from internal faculty, staff and external entities.
• Cultivate and maintain strong working relationships by acting as liaison for faculty with other department and collaborators including partners from outside the University
• Independently prioritizes tasks and takes course of action based on changing situations.
• Participate in department planning sessions and provide input related to workplace issues, reorganization planning, and ensuring consistent communications from the department head to the management team.
• Attend executive level meetings to keep informed about university-wide and departmental activities and communicate information as appropriate.
• Attend department meetings; take minutes for department records.
• Design and manage the content of various documents pertaining to otolaryngology operations, including but not limited to, organizational charts, multimedia presentation materials and other governing documents.

15% - Administrative support to the Department Administrator

• Coordinate administrators' calendar.
• Provide administrative support to administrator for special projects.

15% - Project Management and Coordination

• Plans, manages, communicates, and executes strategic event planning from inception to end including faculty meetings, retreats, department lectures, department conferences and seminars.
• Provide administrative support for various department events and fundraising activities, including graduation, department grand rounds, alumni and donor events.

Qualifications

All required qualifications must be listed on resume.

Required Qualifications :

• BA / BS in business administration with 2 years of experience or an equivalent combination of related education and administrative experience to equal six years.
• Administrative experience providing skilled support to high-level management.
• Experience in management of complex calendars.
• Ability to work in a fast-paced environment to provide support in a professional manner, meet deadlines, and prioritize multiple projects in a highly organized fashion.
• Excellent interpersonal (oral and written) communication skills with the ability to work collaboratively with diverse audiences.
• Experience in computer hardware and software, ability to troubleshoot issues.

Preferred Qualifications :

• Administrative experience in higher education or an academic medical center.
• Previous office experience in a medical setting environment.
• Previous experience supporting executive-level leaders.

About the Department

To learn more about the Department of Otolaryngology, please visit : med.umn.edu / ent .

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 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

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 [email protected] or call (612) 624-8647.

Diversity

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

Employment Requirements

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.

About the U of M

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 the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of America's Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019, 2022).