Executive Office and Administrative Specialist

Position Overview:
This position provides administrative support for the Department of Family Medicine and Community Health (DFMCH). The successful candidate will be proactive, reliable, and able to work both autonomously and collaboratively. The position requires a strong ability to prioritize work, outstanding communication skills, superior attention to detail and follow through, and the ability to multitask.

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.

Position Responsibilities:

(55%) Administrative/Office Support:

• Maintain the FMCH inbox and FMCH voicemail responding to general department inquiries, parking validation, and fax requests. Follow procedures for handling protected health information.
• Oversee Adjunct Faculty annual activities: process adjunct requests, collect adjunct faculty annual activities, and work with HR to maintain files and appointment requirements.
• Collect all faculty CVs annually and submit to OFA. Assist faculty with Works and CV maintenance as needed.
• Book meeting rooms, arrange for audiovisual equipment and other facilities, order food and supplies, contact speakers, and prepare and distribute schedules and notices.
• Track, order and maintain office supplies.
• Collect and distribute departmental mail to multiple divisions, prepare meeting materials.
• Serve as first point of contact for the department, providing front desk coverage as needed - typically 2 days per week.
• Serve as point of contact with vendors for maintenance of office equipment and services.
• Assist Department Administrator with staff meetings and engagement events including planning, scheduling, food/room reservations, and departmental communications.

(30%) Assistance to Communications Specialist:

• Assist with maintaining the program website using Drupal. Identify specified content, update faculty bios, edit as needed.
• Create and send email campaigns (e.g. Grand Rounds) using Salesforce.
• Assist with assembling and proofing monthly digital newsletter.
• Create, edit, proof, and submit print materials for production (e.g. residency photo composites).
• Create and manage digital signage content using Adobe Express templates while ensuring content complies with U of M branding standards and guidelines. Maintain digital signage display in the office and send Grand Rounds digital sign graphics to the listserv on a monthly basis.
• Assist with creating and scheduling social media content as needed.
• Assist with event support as needed (e.g., creating name tags, creating signs).
• Order business cards and letterhead as needed using the digital Printing Services website.

(15%) Executive Support and Scheduling:

• Manage complex schedule and calendar for Vice Chair of Clinical Affairs.
• Respond to and prioritize competing meeting requests, prioritizing meetings as needed.
• Communicate with individuals internal and external to the University including faculty, staff, and collaborators.
• Assist with sending communication and signing documents on behalf of the Vice Chair.

All required qualifications must be documented on application materials.

Required Qualifications:

• High school diploma/GED and four years of related office and administrative experience. Some training/education beyond high school/GED may be substituted for experience.
• Excellent communication and interpersonal skills, both written and verbal, to effectively and appropriately interact with a broad range of leadership, faculty, staff, students, and the public at various levels.
• Broad based advanced experience with office support and electronic word processing, spreadsheet (Excel) creation and manipulation, calendar and email programs, and general accounting principles.
• Strong analytical and organizational skills with the ability to manage stakeholder priorities in a deadline-oriented environment.
• High attention to detail; follow detailed processes and ensure accuracy in documentation and data; ability to make a conscious effort to understand causes in addition to effects.
• Willingness to take initiative; self-starter who is organized and able to work without close supervision.
• Ability to lift and carry up to 25 pounds, travel between offices/buildings to carry meeting materials, mail, and packages, and set up for meetings. Must be able to work occasional overtime and have flexibility of schedule to cover deadlines and early/late meetings.

Preferred Qualifications:

• At least one year of administrative support experience in a college/university or medical corporate setting.
• Experience maintaining A/V conferencing equipment, set up, and troubleshooting.
• Proficiency and knowledge of Google G-Suite applications.
• Knowledge of University of Minnesota business procedures and policies.
• Experience with Drupal (or other content management system) and Salesforce Marketing Cloud
• Experience in Adobe Creative Cloud, including InDesign, Photoshop, Illustrator, and Acrobat Pro, and graphic design tools like Canva
• Experience with social media management tools like Sprout Social or Hootsuite

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 https://med.umn.edu/familymedicine.

Pay Range: $53,061 to $58,427 annually. We anticipate most offers will be around the midpoint of this range, depending on education and experience.

Time Appointment: 100% Appointment

Position Type: Labor Represented

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, 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
• 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).