Administrative Associate 2: GI Division, Part Time

The purpose of this position is to lead and execute division projects and special initiatives, provide guidance and support to faculty, and serves as a key member of the admin team. This role will work closely with Division faculty and administrative staff, as well as Department of Medicine staff, to cultivate and support a robust divisional research and education portfolio. Programmatic support of the Division's promotion and tenure process; including supporting faculty with research and education-related projects, continuing medical education, and conference participation. The successful candidate will be a self-starter with excellent people skills and the ability to manage multiple priorities and deadlines with changes as requests come through. This position reports to the Division Administrator.

This position is currently anticipated to be 50% FTE or 20 hours per week total. It is anticipated to be a hybrid role, with a successful candidate able to work remotely & on campus during the week.

Responsibilities:

Project Management and Special Initiatives (60%)
1. Serve as a primary liaison for division faculty and staff on research and education-related activities, provide programmatic support of the division's faculty research portfolio, and ensure continuity and alignment with broader Department of Medicine and Medical School initiatives.
2. Plan, develop, and/or manage research, education or Division strategies and operations for the including conducting, capturing, and communicating grant/award FTE effort calculations, funding start/end date tracking, division's research project management, new education program development, and research funding support offerings, etc.
3. Serve as the internal resource regarding all research-related policies and processes in order to liaison with faculty, division leadership, and pre-award, research, finance / accounting, and other business partners
4. Support Faculty with the financial review and monitoring of special initiatives, such as attending start-up & other meetings that relate to start-up, maintenance, and closeout to represent the division and ensure the necessary information is disseminated.
5. Create promotional and communications content related to faculty special projects and initiatives to align with the Division's overall communications programming.
6. Assist faculty with collaborating staff and volunteer management, such as position creation, recruitment, hiring, performance management, onboarding and offboarding related to special projects and initiatives through working with HR and Immigration officials.
7. Assist with meeting management and administrative leadership as needed by faculty.

Administrative Operations (40%)
1. Lead and facilitate various division and project-focused meetings, manage physical space, Zoom, audiovisual, and/or other logistics, create and disseminate agendas, slide decks, capture and distribute meeting notes and action items.
2. Create, maintain, and refine associated processes, workflows, and documentation.
3. Support various faculty engagement efforts such as meeting with new faculty to provide introductions on clinical and research-related topics, intake and support or triage faculty and staff needs relating to administrative, clinical, and research efforts, etc.
4. Participate in staff onsite rotation to support onsite needs such as replenishing office and kitchen supplies, tidying and organization, ensuring equipment is in working order, and submitting and tracking facilities management requests, and participate in monitoring of shared division email inbox and faxes intake, responding to or triaging inquiries accordingly.
5. Lead the management of workgroups such as meeting management, documentation, strategic planning, status reports, and presentations.
6. Other duties as assigned.

All required qualifications must be included in the application materials

Required Qualifications:
* BA/BS plus at least 2 years of experience or a combination of related education and work experience to equal six years
* Prior administrative, operations, project management, process improvement, clinical, research, or related experience
* Excellent interpersonal, verbal, and written communication skills and the ability to work well both collaboratively and independently
* Ability to problem solve, take initiative, improve processes, and to operationalize new initiatives
* Strong organizational skills, attention to detail, and ability to ensure accountability and follow-through * Ability to effectively lead projects and to operate with a high level of confidentiality, discretion, and tact

General Skills and Attributes:
1. Cognitive skills (analysis, decision-making, strategic thought, etc.)
2. Administrative skills (planning, managing execution, etc.)
3. Interpersonal skills (valuing diversity, negotiation, tact, sensitivity, etc.)
4. Excellent Communication skills (oral, written, etc.)
5. Motivation skills: Demonstrate ability to motivate and create an environment of growth and productivity
6. Personal skills (independence, adaptability, critical thinking, flexibility, etc.)
7. Organizational/business skills (ability to multitask, customer service, process improvement, etc.)

Preferred Qualifications
Preferred Education: Masters Degree
2. Expert in Excel
3. Experience with internal medicine research and study areas
4. Previous experience in an academic setting

Pay Range: $33.65-$37.50/hour; depending on education/qualifications/experience

Time Appointment: 50%-74% Appointment

Position Type: Civil-Service & Non-Faculty Labor Represented Staff

Please visit the Office of Human Resources website for more information regarding benefit eligibility.

The University offers a comprehensive benefits package that includes:

• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training
• 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

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 call (612) 624-8647.

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.

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).