Administrative Assistant to the Department Chair (Admin Associate 2)

Join a high-impact academic department supporting world-class clinical care, research, and education. We are seeking a proactive and highly organized Executive Assistant to provide primary administrative support to the Chair of the Department of Anesthesiology-a growing department with over 75 faculty, fellows, residents, and staff.
In this visible and influential role, you will manage the daily operations of the Chair's office, serve as the central point of coordination for complex scheduling and high-level communications, and represent the department across key university and external partnerships.

Executive Assistant to the Department Chair - Anesthesiology
(30% FTE | University of Minnesota Medical School)

Key Responsibilities:
* Provide high-level administrative support to the Department Chair, ensuring seamless day-to-day operations of the Chair's Office
* Manage a highly complex and dynamic electronic calendar, including confidential and time-sensitive scheduling
* Coordinate and facilitate key departmental leadership meetings (Faculty, Chiefs, and CSU meetings)
* Serve as liaison between the department and a wide range of stakeholders, including the Medical School Dean's Office, Academic Health Center, University of Minnesota Physicians (UMP), Fairview Health System, Regents Office, and external partners such as legal counsel, business leaders, professional organizations, and patients
* Build and maintain effective working relationships across the University, UMP, and Fairview systems
* Coordinate domestic and international travel for the Chair and visiting faculty; process reimbursements and expense reports
* Draft professional correspondence and briefing documents on behalf of departmental leadership

Faculty Annual Review Coordination (15% FTE)
Own and manage the department's annual faculty review process, a multi-month initiative critical to academic operations and faculty development.

Key Responsibilities:
* Initiate and oversee the yearly performance review process for all faculty within the department
* Serve as the primary liaison with the Medical School's administrative leadership to implement required updates or changes to the review protocol
* Track and maintain a confidential database of review materials and faculty incentive items, ensuring accuracy and secure handling of sensitive information
* Monitor timelines and ensure all materials are completed, submitted, and archived in compliance with institutional policies
* Support the Department Chair in reviewing submissions and maintaining an organized system for long-term faculty records

Faculty Promotions & Advanced Rank Appointments (5% FTE)
Support the academic advancement of faculty by coordinating the administrative processes for promotions and advanced rank hires, ensuring compliance with institutional policies and timelines.

Key Responsibilities:
* Serve as the administrative point person for faculty promotions and advanced rank appointments, working directly with the Department Chair and Medical School leadership
* Track and manage required documentation, deadlines, and review steps across multiple stakeholders
* Ensure promotion packets meet university and departmental standards for submission
* Maintain confidentiality and precision when handling sensitive personnel materials
* Communicate clearly with candidates and internal reviewers throughout the process to support a smooth and professional experience

Department Merchandise Store & Onboarding Support (5% FTE)
Lead efforts to enhance departmental engagement and recognition through management of the Department of Anesthesiology's branded merchandise store, and support onboarding initiatives for new faculty.

Key Responsibilities:
* Manage and grow participation in the department's online merchandise store, currently serving over 250 invited faculty, staff, and learners
* Track orders and user engagement; coordinate outreach to ensure all eligible groups (including CRNAs and adjunct faculty) have access to the platform
* Collaborate with external vendor (Merchology) to develop a personalized welcome gift program for new faculty hires using digital gift certificates
* Streamline the onboarding gift process by enabling direct shipment to recipients, saving time and resources while offering a more customized experience
* Support the department's efforts to foster a strong sense of community and belonging through branded engagement strategies

Event Planning & Department Engagement (30% FTE)
Lead the planning and execution of a wide range of high-profile departmental events that support faculty, trainees, alumni, and visiting scholars. This role requires strong organizational skills, attention to detail, and the ability to manage multiple logistics with minimal supervision.

Key Responsibilities:
* Plan and coordinate departmental events, including visiting professor lectures, alumni receptions, resident graduation, new resident welcomes, and various leadership meetings and dinners
* Organize and manage one major out-of-state event annually, requiring long-distance coordination and travel
* Independently select venues, develop menus, arrange presentation technology, and manage vendor communication
* Create and maintain guest lists and databases, monitor RSVPs, and ensure clear and timely communication with attendees
* Oversee event budgets, track expenses, and ensure adherence to university and departmental financial policies
* Serve as the main point of contact for caterers, AV teams, and venue staff to ensure seamless event execution
* Manage timelines, enforce deadlines, and troubleshoot last-minute logistics with professionalism and discretion

Women in Anesthesiology (5% FTE)
* Serve as the primary planner for special events, including the Women in Anesthesiology (WIA) dinners and gatherings, overseeing RSVPs, venue coordination, guest communication, and itinerary alignment

Strategic Support & Special Projects (Ad Hoc) (10% FTE)
Work collaboratively with the Department Administrator to support the evolving needs of a dynamic academic medical department. This role requires flexibility, initiative, and a solutions-oriented mindset.

Key Responsibilities:
* Partner closely with the Department Administrator to ensure departmental operations run smoothly and strategic priorities are met
* Provide support for special projects and time-sensitive initiatives across a variety of functional areas, including faculty affairs, communications, events, and operations
* Adapt quickly to shifting priorities, contributing where needed to advance the goals of the department
* Act as a resource and problem-solver, offering thoughtful input and hands-on assistance for emerging needs

Required Qualifications
* Bachelor's degree and at least 2 years of relevant administrative, executive support, or project coordination experience - or a combination of education and work experience to equal six years.
* Demonstrated experience managing complex calendars, coordinating meetings, and handling sensitive or confidential information with discretion.
* Strong written and verbal communication skills, including the ability to draft professional correspondence and briefing materials.
* Proven ability to manage multiple priorities and projects simultaneously in a fast-paced environment with minimal supervision.
* High level of attention to detail, organizational skills, and follow-through.
* Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and comfort learning other digital tools (e.g., Zoom, Google Drive, Doodle).
* Experience working with diverse teams and stakeholders, showing strong interpersonal and relationship-building skills.

Preferred Qualifications
* Previous experience supporting an executive leader (e.g., Chair, Dean, Director) in an academic or healthcare setting.
* Familiarity with university administrative procedures, academic appointments, or faculty affairs processes (e.g., promotions, annual reviews).
* Experience with event planning and logistics, including budgeting, vendor management, and guest coordination.
* Knowledge of or experience in healthcare, academic medicine, or higher education environments.
* Proficiency in using enterprise-level scheduling and HR systems (e.g., Google Workspace, PeopleSoft, Workday).
* Prior experience managing travel arrangements and reimbursements, including international travel.
* Experience working with branded merchandise platforms or employee onboarding programs is a plus.
* Demonstrated commitment to diversity, equity, and inclusion in administrative practice.

Pay Range: $27.46-$34.32/hour; depending on education/qualifications/experience

Time Appointment Category: 75%-100% Appointment (If job description above does not specify appointment or expected weekly hours, assume a 100% 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 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

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).