Administrative Assistant (Executive Ofc and Admin Spec) - Psychiatry Education

The Department of Psychiatry's Education Office serves medical students, residents, and fellows within the Psychiatry Department as well as the Faculty who support these education programs. The Psychiatry Education Administrative Assistant will coordinate and assist with all departmental education activities and programs, and serve as the administrative support for the Department of Psychiatry Education Faculty leadership. This position reports to the Associate Education Manager in the Department of Psychiatry, and works closely with the Program Administrators, the Undergraduate Medical Education Coordinator, and the Education Faculty leadership team.

This is a hybrid position, with a minimum of 1 day on-site per week.

Job Duties/Responsibilities:

70% Psychiatry Education Coordinator
*Serve as the initial point of contact for the Education Office. Flexibly prioritize and process requests for the Education Office and effectively coordinate responses to ensure timely and accurate information is disseminated both internally and externally.
*Provide support as a welcoming resource for our trainees and faculty as well as outside entities requesting information from the Education Office.
*Use problem-solving skills to conceptualize, recommend, and implement administrative and communications processes to improve and support the Education Office's work.
*Maintain organization of the Psychiatry Department's learner listservs and contact spreadsheet
*Maintain the Education Office team's calendar of education events and communicate event details to appropriate individuals.
*Assist Faculty to organize and prepare workshops, conferences, and education events. At times, support for these events will be needed outside of normal business hours, however ample notification will be provided in these instances.
*Coordinate all purchasing and ChromeRiver processes for the Education Office programs and Faculty leadership.
*Work together with the Education Office team on special projects and ad hoc tasks to improve the learning experience of our trainees.
*Provide administrative support to the Behavioral Sciences team including, but not limited to, onboarding/off boarding learners, planning events, managing evaluations, and coordinating the Google Drive organization and documents.

30% Education Faculty Administrative Assistant Partnership:
*Coordinate with other administrative staff to the Education Faculty to schedule meetings, interviews and events.
*Provide general administrative support of the Education Faculty including, but not limited to, scheduling/calendaring, taking meeting minutes, and drafting correspondence.
*Assist in miscellaneous special projects for the Education Faculty leadership team.
*Assist in composing, editing, and distributing communications for the Education Office and Education Faculty leadership.
*Navigate hospital and University scheduling systems (AMCOM, Clinician Nexus and Google Calendar) to view and interpret Faculty schedules.

All required qualifications must be included in the application materials

Required Qualifications:

*High School Diploma/GED and four years related office experience. Training/Education may be substituted for some of the years of experience.
*Ability to utilize Google apps, especially Drive, Gmail, and Calendar, for organizational and shared project purposes
*Comfortable scheduling and running Zoom meetings
*Ability to multitask and prioritize effectively to meet deadlines
*Strong interpersonal skills, including the ability to communicate in an effective, professional manner (both written and verbal)
*Proven attention to detail
*Ability to work comfortably in a dynamic, growth-oriented team
*Ability to work hours outside the normal work day on occasion as needed for event and conference support

Preferred Qualifications:
*Experience working in a healthcare or academic setting
*Enthusiastic and knowledgeable about technology and leveraging it as a tool for organization and program improvement
*Training in and knowledge of University of Minnesota systems, policies and procedures including EFS, ChromeRiver, Qualtrics, Tableau, etc.
*Ability to make patient care and trainee needs a priority within the work day

The Department of Psychiatry & Behavioral Sciences consists of an outstanding team of researchers, clinicians, and educators who provide world-class expertise in psychiatric illness, treatment, scholarship, and scientific discovery.

Our mission is to:

• Create and disseminate new knowledge in the science of mental health
• Provide effective and innovative clinical care programs to alleviate the suffering of mental illness and promote mental resilience
• Train the next generation of interprofessional experts who will be leaders in Minnesota and beyond
• Engage in compassionate and vigorous outreach and advocacy on issues relevant to psychiatric illness, treatment, and research

You can find more information on our website at https://med.umn.edu/psychiatry.

Pay Range: $24.00 - $27.00 per hour depending on education/qualifications/experience

Time Appointment: 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 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 employ@umn.edu or call (612) 624-8647.

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

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).