ADMN Assoc 2-Org Ops & Admin

The Executive Assistant & Administrative Operations Lead serves as the key administrative and operational partner to the Department Chair. Moving beyond traditional administrative support, this role independently manages executive workflows, leads high-priority departmental operational projects, oversees faculty affairs logistics, and manages departmental governance processes.

This position translates executive priorities into operational practices, manages sensitive executive communications, oversees complex governance bodies, and supports continuous process improvement across the unit. The ideal candidate demonstrates exceptional initiative, high discretion, strong project management skills, and the ability to build seamless working relationships across clinical, research, and academic environments.

During leadership transitions and incoming chair onboarding, this position serves as a critical bridge-facilitating seamless institutional orientation, establishing effective executive workflows, and supporting continuous process improvement across the unit.

They function at the heart of the department, working with faculty, staff, and learners as well as colleagues from across the Medical School and partner organizations. Located onsite at the M Health Fairview Masonic Children's Hospital campus on the West Bank, standard work hours are Monday-Friday from 8:00 am to 4:30 pm with flexibility to start as early as 7:00 am or ending as late as 5:30 pm. There is some flexibility for limited hybrid work. Occasional evening or weekend hours may be required to support departmental meetings, events, and executive priorities. Note that required qualifications must be reflected in application materials.

Job Duties
50% Executive & Administrative Operations Support

• Executive Partnership: Serve as the key administrative and operational partner to the Department Chair. Facilitate the Chair's seamless integration into the department, Medical School, and partner health systems by synthesizing institutional knowledge, mapping key stakeholders, and managing daily executive operations.
• Calendar Triage & Strategic Time Allocation: Direct and manage the Department Chair's complex calendar using established priority rules. Independently prioritize and coordinate time allocation, travel/clinic prep buffers, DNS (Do Not Schedule) blocks, and high-priority executive and institutional meetings (e.g., Dean's Office, Health System Leadership, Hospital Partner Executives). Provide calendar support to additional executives as assigned.
• Executive Logistics & Briefings: Oversee comprehensive travel itineraries, speaking engagement materials, and offsite logistics. Synthesize background materials, attendee profiles, and priority agendas into concise pre-meeting briefing packages for the Chair.
• Executive Communications: Draft, proofread, edit, and manage high-level executive correspondence, reports, presentations, and announcements on behalf of the Department Chair.
• Independently coordinate and follow up on executive administrative needs, identifying potential issues and ensuring appropriate action is taken.

20% Governance & Leadership Administration

• Departmental Governance Oversight: Manage administrative operations and related workflows for recurring leadership and governance bodies, including the Division Directors (DD)
• Meetings, Vice Chairs Meetings, Administrative Leadership Meetings, and CSU Board Meetings.
• Committee Execution: Direct meeting preparation in collaboration with leadership: drive meeting agendas, assemble executive briefing materials, manage restricted listservs, synthesize meeting outcomes, and track action items to completion.
• Elections & Governance Tracking: Oversee administrative processes for committee elections, board nominations, voting ballots, and governance documentation.
• Independently monitor deadlines, coordinate follow-up, maintain accurate governance records, and resolve routine administrative issues.

10% Faculty Affairs & Compliance Operations

• Annual Reviews (SAFE) Oversight: Direct the annual faculty review process for the department, including tracking review schedules between Division Directors and the Chair, ensuring timeline adherence, and submitting finalized records to the Medical School Office of Faculty Affairs (MS-OFA).
• Promotion & Tenure (P&T) & CV Operations: Oversee annual faculty CV update workflows and partner with faculty affairs to coordinate dossier assembly, voting logistics, and compliance documentation for P&T review committees.
• Faculty Onboarding & Recruitment Operations: Oversee Chair's role in candidate recruitment itinerary planning and facilitate the Chair's administrative framework for incoming and outgoing faculty.
• Regulatory Compliance: Oversee official regulatory, visa, and institutional documentation requiring executive signatures, ensuring full compliance and secure digital archiving.
• Maintain confidentiality and accuracy when coordinating sensitive faculty, academic, clinical, and institutional information and documentation.

10% Financial, Resource & Facilities Management

• Financial Administration: Process and reconcile executive financial transactions, including purchasing card (PCard) statements, expense reimbursements, travel, vendor-related transactions, and special accounts in compliance with university financial policies.
• Resource Management: Manage supply inventories, executive equipment procurement, and technology needs (computers, mobile access, software permissions).
• Facilities Oversight: Coordinate facility work requests, space maintenance, and access needs for the executive suites.
• Independently coordinate with appropriate University partners to resolve routine financial, purchasing, facilities, technology, and access issues.

10% Supervision & Operational Leadership

• Student Staff Supervision: Recruit, hire, train, assign work to, and evaluate student administrative employees.
• Administrative Coordination: Provide informal mentorship, guidance, and task delegation to support staff to ensure consistent administrative standards, seamless cross-coverage, and optimized departmental workflows.
• Lead or contribute to strategic departmental projects, ad-hoc committees, continuous learning activities, and organizational initiatives as assigned by the Department Chair, Administrator, or Chief of Staff.
• Coordinate project timelines, stakeholders, deliverables, and follow-up activities to support departmental priorities and operational effectiveness.

All required qualifications must be documented on application materials

Required Qualifications

• Education & Experience: BA/BS degree plus at least two (2) years of progressively responsible administrative, executive support, or operations experience, OR a combination of related education and work experience totaling at least six (6) years.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace (Mail, Calendar, Drive, Docs, Sheets).
• Demonstrated experience scheduling and managing complex executive or leadership calendars with competing priorities, multiple stakeholders, and changing demands.
• Proven track record of handling highly confidential data, such as human resources, financial, promotion/tenure, and clinical information, with strict discretion and integrity.
• Exceptional written and verbal communication skills, with professional polish in drafting, editing, and proofreading executive correspondence and governance materials.
• Strong independent problem-solving ability, decision-making skills, and experience executing tasks under general supervision.
• Demonstrated ability to independently prioritize and coordinate multiple administrative responsibilities, establish appropriate follow-up, and resolve routine-to-moderately complex operational issues.
• Must maintain a consistent schedule and work periodic evening and weekend hours as required.

Preferred Qualifications

• Experience in a higher education, academic medical center, research, or healthcare setting.
• Prior University of Minnesota experience with working knowledge of Medical School, University, M Health, M Physicians, Fairview, and pediatric hospital partner policies, procedures, and systems (e.g., Enterprise Financial Systems/EFS, PeopleSoft, Chrome River/Forma, QGenda, Epic, Mazevo).
• Experience facilitating executive onboarding, leadership transitions, or administrative workflow optimization.
• Experience designing, documenting, and implementing administrative workflows, standard operating procedures (SOPs), or project management systems.
• Experience coordinating faculty affairs processes, including annual reviews, curriculum vitae updates, promotion and tenure materials, or related academic personnel processes.
• Previous experience supervising, hiring, and directing the work of student employees or support staff.
• Ability to learn and effectively utilize emerging technology, automation, project management, and digital tools to improve administrative efficiency and workflow.

Pay Range: $76,000 - $79,000/year; depending on education/qualifications/experience

Time Appointment: 100% Appointment (On-Site)

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

While our salary ranges provide a framework, it is important to note that most of the time, the initial pay may not reach the maximum of the range. This approach ensures that compensation reflects the value and unique contributions of each candidate while maintaining equity within our organization. As part of our commitment to fair and equitable compensation, please be aware that the salary offered to incoming candidates will be based on their individual credentials and experience.

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 jobcentr@umn.edu.

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 Forbes as a Best Employer for Company Culture (2026), Best Employer for Women (2023, 2025, 2026), and Best Employer by State (2022-2026). In 2026, we also received Culture Excellence & Industry Awards recognition for employee appreciation and work-life flexibility.

The University of Minnesota Medical School

Committed to innovation and diversity, the Medical School educates physicians, scientists, and health professionals; generates knowledge and treatments; and cares for patients and communities with compassion and respect. We value excellence, inclusiveness, collaboration, and discovery.
The mission of the regional campus located in Duluth is to be a national leader in improving healthcare access and outcomes in rural Minnesota and American Indian/Alaska Native (AI/AN) communities. In partnership with CentraCare, the regional campus in St. Cloud offers a wide range of patient experiences throughout students' education in Greater Minnesota and prepares them to become exceptional clinicians and leaders for rural and immigrant populations.

Founded in 1888, the University of Minnesota Medical School has three campuses. A four-year MD program and the MD/PhD program are located on the Twin Cities campus in addition to MD programs at regional campuses in Duluth and St. Cloud.