Non-Exempt Temporary or Casual

Details

Posted: 10-May-24

Location: Minneapolis, Minnesota

Salary: 49,920.00

Categories:

Administrative/Support
Staff/Administrative

Internal Number: 361161

This administrative assistant will support the Divisions of Pediatric Cardiology and Pediatric Endocrinology. 

The position will be the main administrative contact for the Pediatric Endocrinology division and will be part of a team supporting Pediatric Cardiology. The daily workload involves a lot of miscellaneous administrative support including, but not limited to: scheduling, updating CVs, managing office supplies, and expense reimbursements.

The successful candidate will have a high degree of professionalism and interpersonal skills. The work is both project and task based and requires excellent organization, prioritization, planning, attention-to-detail and follow-through skills. 

This position is located at the University of Minnesota Masonic Childrenâ™s Hospital on the West Bank and is entirely in person. We are seeking to enrich the diversity of the University community, and invite applicants from diverse communities and cultures to apply.

Responsibilities 
Office Support (40%)
- Present a professional and welcoming administrative presence â“ both physically and electronically
- Gather and distribute mail and triage faxes for the division
- Primary person to answer the division phone lines
- Submit facilities and IT work orders for division faculty and staff, as needed
- Order office supplies
- Attend several classes and pass exams to become efficient in UMN financial system to support assigned responsibilities
- Using resources and logic, sort, triage, deliver, and respond to time-sensitive phone calls, mailings and electronic communications
- Work effectively as a team member with other support staff; provide back-up support for other staff
Faculty Support (40%)
- Schedule both individual and group meetings for faculty members
- Process expense reimbursements
- Maintenance of CVs
- Assist with credentialing/reappointment paperwork
Meeting Support (10%)
- Assist with weekly conferences, including working with clinical staff to gather discussion cases, taking conference attendance, updating conference notes, and maintaining CME accreditation
- Attend divisional meetings and share kudos information
- Maintain zoom meetings for other regular meetings
Medical Student and Resident Support (5%)
- Provide administrative support to medical students and residents
- Send regular evaluation forms of the residents to providers 
Other Duties as Assigned (5%)
- Assist with other administrative tasks as needed by the divisions
 

All required qualifications must be documented on application materials

Required:

• High School Diploma/GED and a minimum of four (4) years of executive level administrative support experience. Training or education may be substituted for some of the years of experience. 
• Proficiency in Microsoft Office Suite, including Word, Excel and PowerPoint
• Proficiency in Google applications, including mail, calendar and drive
• Experience scheduling and managing complex calendars for multiple professionals and arranging meetings
• Demonstrated ability to respond to inquiries professionally, accurately and timely
• Experience working with confidential data (health records, financial data, etc)
• Excellent verbal and written communication skills to include proofreading, spelling, and grammar
• Demonstrated ability to independently solve problems and answer questions from students, staff and faculty. Refer to the director and other offices as needed.
• Ability to work at computer for long periods of time.

Preferred:

• Experience in higher education, research or healthcare setting
• Demonstrated ability to work with and adapt to new technologies and processes without significant direction
• Experience working independently in a fast-paced environment with competing deadlines
• Prior University of Minnesota work experience with knowledge of the Medical School and University policies and procedures
• Familiarity with M Health policies and procedures
• Experience with systems such as Enterprise Financial Systems (EFS), PeopleSoft, Chrome River
• Ideal characteristics include the ability to build relationships with a variety of personalities and professionals as well as work within multiple settings remaining proactive, adaptable, resourceful and efficient

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About University of Minnesota Twin Cities
The University of Minnesota, founded in the belief that all people are enriched by understanding, is dedicated to the advancement of learning and the search for truth; to the sharing of this knowledge through education for a diverse community; and to the application of this knowledge to benefit the people of the state, the nation, and the world.
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