StPaulRecruiter Since 2001
the smart solution for St. Paul jobs

Administrative Associate 1 - Medicine Grants Program Coordinator

Company: University of Minnesota
Location: Saint Paul
Posted on: January 21, 2023

Job Description:

Apply for JobJob ID352302

LocationTwin Cities

Job FamilyAdministration-General

Full/Part TimeFull-Time


Job Code8208A1

Employee ClassCivil Service

Add to Favorite JobsEmail this JobAbout the Job

The Department of Medicine has created a new position to coordinate administrative functions for three highly successful training programs across three divisions. These training grants aim to prepare learners for careers that have a significant impact on the health-related research needs of the nation. This position partners closely with three program directors, as well as the Department of Medicine Research Administration Manager, and plays a pivotal role in data management, proposal preparation, day-to-day program oversite and regulatory compliance.

70% Training Grant Coordination
* Assist in writing, complying, and coordinating components of the grant preparation/submission. Disseminate information, data and reports to end users through standard and ad hoc reports, summaries, website, etc. Assist in compiling and drafting strategic communications regarding the program.
* Design and set up a database repository and reporting tools.
* Gather division and department level data as well as external department data. Populate, update and maintain current grant submission and award database content per established internal and external deadlines. Assist in compiling and drafting progress reports.
* Manage and troubleshoot various databases, including REDCAP, ERA commons and ASSIST.
* Create and maintain resources, communications and website content needed for program pre- and post-award coordination and management. Organize agendas for key meetings.
* Set internal schedule and submission deadlines for division personnel to submit data. Track and report compliance.
* Coordinate periodic external reviews. Partner with program directors to address and resolve any identified program deficits.
* Manage program budget and financial transactions.

30% Trainee Support
* Partner with program directors to implement diversity recruitment and retention initiatives, including pipeline programs. Create advertisements, application materials and organize, provide administrative oversite for faculty selection committees. Establish interview schedules.
* Coordinate all onboarding and offboarding activities. Act as a single point of contact to answer questions and provide guidance on navigating onboarding and offboarding tasks.
* Collaborate with program director and mentors to plan, implement and manage trainee development opportunities. Plan and conduct in-person and virtual events.
* Collaborate with key partners such as Education Coordinators, Divisions, Accounting, and DOM Human Resources on appointment set up, appointment updates and future terminations.
*Facilitate completion of Statement of Appointments through xTrain and ensure compliance and consistency across the various systems.
*Create and implement tracking system for all UNS (GME, Non GME, Post doc Fellows, and trainees) appointments within Medicine.


All required qualifications must be documented on application materials
Required Qualifications:

  • BA/BS or a combination of related education and work experience to equal four years
  • Applies knowledge and skill to a recurring task or activity with emphasis typically on precision and timeliness of execution.
  • Demonstrated effective problem identification and problem solving skills.
  • Demonstrated ability to simultaneously work on multiple projects with fixed deadlines and ability to re-prioritize tasks as needed to successfully meet all deadlines.
  • Experience with project management tools.
  • Proven track record of attention to detail & delivering high quality work
  • Demonstrated aptitude of working in complex databases with a high degree of accuracy.
    Preferred qualifications
    • Experience in pre- and/or post-award grants/contracts administration.
    • Prior work experience in higher education and/or an academic health sciences.


      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 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 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 , Administrative Associate 1 - Medicine Grants Program Coordinator, Healthcare , Saint Paul, Minnesota

Click here to apply!

Didn't find what you're looking for? Search again!

I'm looking for
in category

Log In or Create An Account

Get the latest Minnesota jobs by following @recnetMN on Twitter!

St. Paul RSS job feeds