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Executive Ofc and Admin Spec

Company: University of Minnesota
Location: Saint Paul
Posted on: January 28, 2023

Job Description:

Apply for JobJob ID353604

LocationTwin Cities

Job FamilyLR-Clerical

Full/Part TimeFull-Time


Job Code1885

Employee ClassAFSCME Unit 6 - Clerical

Add to Favorite JobsEmail this JobAbout the Job

50%: Administrative Support for Departmental Faculty

  • Provide primary administrative support for the OBGYN division faculty/providers and clinical staff.
  • Provide secondary administrative support for the MFM, Gyn Onc and UroGyn division faculty/providers and clinical staff.
  • Manage faculty calendars and schedule meetings, including making decisions on a daily basis regarding the clinical faculty's electronic calendars.
  • Responsible for clinic and hospitalist schedules and enter data into online scheduling software.
  • Assist faculty with the preparation of promotion dossiers and annual faculty reviews.
  • Provide support with composition, word processing, editing, and formatting correspondence, curriculum vitae, manuscripts/reviews/abstracts, bibliographies, grant paperwork and reports, and Promotion and Tenure dossiers.
  • Assist with travel arrangements for faculty (airline reservations, hotel reservations, and meeting registration) related to conferences and speaking engagements.
  • Assist with recruitment and onboarding process for new faculty.
  • Work with Biomedical Library liaison and staff to perform literature searches.
    50%: Departmental and Administrative Team Support
    • Provide administrative support to the OBGYN Promotion and Tenure Committee, Post-Tenure Review Committee and Probationary Faculty Review Committee.
    • Project lead for departmental e-newsletter and departmental e-updates.
    • Assist with departmental events e.g. receptions, retreats, faculty/staff meetings.
    • Assist with the office operations of the Maternal Fetal Medicine and Women's Health Specialist office locations.
    • Serve as departmental and division information source, answering and triaging phone calls.
    • Process finance transactions including expense payments, employee reimbursements, purchasing card transactions, and travel reimbursements.
    • Assist with recruitment and onboarding process for new staff.
    • Maintain and order office supplies and equipment, with the assistance of the student worker.
    • Assist with tracking and processing of documents for promotions, probations, and terminations.
    • Special projects as assigned.Hourly Rate: $18.95-$28.88/hr


      Required Qualifications:
      • High School Diploma/GED and four (4) years of related office and administrative experience. Training/education may be substituted for up to two (2) years of experience.
      • Project coordination/collaboration and/or event planning experience.
      • Customer service oriented.
      • Computer experience using Google calendar and Gmail, MS Office (Word, Excel, PowerPoint, at a minimum) and maintaining calendars for multiple individuals.Preferred qualifications:
        • Experience scheduling complex meetings with multiple participants using various electronic calendar systems and arranging event details (i.e., room scheduling, catering, etc).
        • Experience assisting with project management.
        • Intermediate to advanced computer skills including proficiency with Microsoft Office and electronic calendars.
        • Knowledge of and experience with electronic medical records, audio/visual technology and equipment
        • Knowledge and understanding of financial policies and procedures
        • Demonstrated excellent interpersonal and communication skills (written & verbal) to include proactive dissemination of information; proficiency in grammar, punctuation, and spelling.
        • Demonstrated exceptional organizational and problem-solving skills.
        • Ability to multi-task and prioritize in a fast-paced environment, work independently, show initiative, meet deadlines, and provide administrative support to multipleAll required qualifications must be documented on application materials


          Working at the UniversityAt the University of Minnesota, you'll find a flexible work environment and supportive colleagues who are interested in lifelong learning. We prioritize work-life balance, allowing you to invest in the future of your career and in your life outside of work.The University also 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 Scholarship
          • 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 costPlease visit the Office of Human Resources website for more information regarding benefits.

            How To Apply

            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 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 or call (612) 624-UOHR (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:

            Employment Requirements

            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.

            Please note: All employees at the University of Minnesota are required to comply with the University's Administrative Policy: COVID-19 Vaccination and Safety Protocol by either providing proof of being fully vaccinated on their first day of employment, or complete a request for an exemption for medical exemption or religious reasons. To learn more please visit:

            About the U of M

            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.

Keywords: University of Minnesota, St. Paul , Executive Ofc and Admin Spec, Administration, Clerical , Saint Paul, Minnesota

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