Executive Office and Administrative Specialist

Apply for Job Job ID 364875

Location Twin Cities

Job Family LR-Clerical

Full / Part Time Full-Time

Regular / Temporary Regular

Job Code 1885

Employee Class AFSCME Unit 6 - Clerical

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About the Job

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, though some regular on-site work will be expected.

Because the University of Minnesota is a land-grant institution that serves the state, residing in Minnesota is typically required.

10% Education Events :

• Assist with event arrangements and staffing for education events including reserving rooms, ordering food, preparing rooms and materials, and welcoming and orienting attendees.
• Events include but are not limited to KSA day, orientation, and commencement.
• Assist with creating graduation certification, awards and diplomas.
• Assist with staffing programmatic courses and didactic sessions on campus including reserving spaces, setting up virtual links, and assisting with technology issues on site.
• Assist with Grand Rounds on the day of the event, serving regularly as a backup for recording the event. Serve as stand in when coordinator is absent, welcoming speakers and ensuring that technology is functioning properly.

30% Education Expenses :

• Assist with expense reimbursements. Prepare expense reports for residents, fellows and faculty.
• Be aware of medical school and departmental purchasing policies and procedures. Advise programs and stakeholders on appropriate purchasing methods, policies and guidelines.

Identify and communicate errors in expenses.

Manage the department purchasing card and make purchases for residency and fellowship programs as needed, ensure those using the purchasing card are aware of purchasing policy and procedure.

30% MSE and Programmatic Course Support :

• Assist Education Specialist and Medical Student Education Coordinator with course planning and logistics.
• Maintain course registrations, records, and database. Update CCS for MSE clerkships each term. Maintain course directory listings for each MSE elective course.
• Reserve space for programmatic and MSE courses.
• Order catering. Manage on site catering, coffee, water, soda, etc.
• Help prepare course materials, including reviewing materials for accuracy. Print out and compile orientation packets and handouts, name badges, and miscellaneous items needed for courses and workshops.
• Order courier as needed.
• Canvas site maintenance and enrollment.
• Send reminders to faculty regarding upcoming programmatic and MSE courses.
• Send communications to residents, fellows and students about upcoming courses and course requirements. Send follow up emails, surveys and evaluations to course participants.
• Coordinate and assist on site during courses. Welcome and orient participants. Set up and assist with technology. Validate parking.
• Assist educational staff with maintenance of contact lists and sending communications.

30% Education Office Support :

• Upload ERAS applications and other materials for fellowships and residencies.
• Assist Administrative Associate with items for incoming and continuing residents and fellows; process residency permits;

enter all new resident and fellow names in database and update resident information in database; maintain confidential administrative files.

Track receipt of forms / documents from incoming and continuing residents and fellows; perform database entry and other detailed record keeping duties.

Upload documents to RMS as needed.

• Coordinate verification / credentialing of residency and fellowship requests.
• Maintain DFMCH program directory and contact lists.
• Coordinate, track or assist with special projects such as self-study documentation, RMS Audit of resident documents, etc.
• Assist with scheduling for the education area including, but not limited to scheduling discussion groups annually for each residency and fellowship program and didactic sessions for the fellowship programs.
• Coordinate communications including materials sent by FedEx and courier.
• Assist with scheduling for medical school education faculty meetings and events.
• Special projects and other duties as assigned.

This position is represented by a bargaining unit, AFSCME Clerical.

Salary Range : $ 21.84 to $ 32.77 ; actual starting salary is dependent on experience and qualifications. Anticipated salary range of $22.71 to $25.49hr.

Qualifications

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.
• Computer experience required.

Preferred Qualifications :

• Experience with digital technology and digital communication tools, Database management or data entry experience, Expense reconciliation experience.
• Experience in education, health care, or event coordination and hosting.
• Customer service experience.

About the Department

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

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, pharmacy, and disability plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• 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

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 have the opportunity to complete an online application for the position and attach a 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 :

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).