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Program/Project Specialist

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

Job Description:

Apply for JobJob ID353054

LocationTwin Cities

Job FamilyLR-Clerical

Full/Part TimeFull-Time


Job Code1897

Employee ClassAFSCME Unit 6 - Clerical

Add to Favorite JobsEmail this JobAbout the Job

Program Project Specialist (1897)
Department of Surgery - Division of Transplantation
OverviewThe Division of Transplantation within the Department of Surgery at the U of MN Medical School is looking for an experienced administrative professional to join the administrative team. This position has the flexibility to be hybrid and would work alongside the Transplant Division Administrator and the Executive Office & Administrative Specialist to further the work and goals of the Division. If you're looking for a fun, challenging, fast-paced and rewarding job, please consider applying! Don't hesitate to reach out to Stephanie Taylor to learn more about what this job entails:

About the RoleThe Program/Project Specialist in the Division of Transplantation is responsible for the executive level support of multiple Division faculty members. This means helping to schedule meetings and manage a variety of obligations relevant to the faculty's academic, educational, research, and clinical responsibilities. (50%). This person will work directly with the Division Administrator to create, evaluate, and maintain administrative processes as well as collaborate on solutions-based issues as they arise (25%). Other major responsibilities are defined below (25%).The successful candidate will show strong initiative and problem-solving abilities, excellent communication skills (written, verbal, etc.), a strong ability to prioritize work, exceptional attention to detail and follow-through, strong critical thinking skills and judgment, a strong and proactive customer service orientation, reliability, and the ability to work both autonomously and as part of a team.Other major responsibilities of this role include:

  • Assist with the development, compilation and submission of research documents as it pertains to internal review boards, public and private grants, etc.
  • Organizing and conducting the weekly 'transplant conference'
  • Leading special events organized within the Division
  • Take the lead on creating call/clinic schedules on a quarterly basis
  • In collaboration with Division Administrator, be the QGenda "point person" and ensure compliance with Medical School standards
  • Work with faculty on promotion and tenure requirements and deadlines
  • Assist with faculty, researcher, and staff hiring, onboarding and offboardingOther responsibilities of this role include, not are not limited to:
    • Collaborating across the matrixed MHealth enterprise for facilitation of patient care, provider credentialing, and triaging clinical responsibilities.
    • Organize speaking engagements, conference attendance and other travel for faculty members and non-faculty.
    • Process reimbursement for dues, fees, and travel and other out of pocket expenses per UMN policy
    • Assist with the composition of letters and other written materials for patients, doctors and/or insurance companies
    • Assist with the preparation and submission of manuscripts, abstracts and posters to journals and/or conferences
    • Manage travel arrangements for faculty and other members of our Division as needed
    • Ongoing maintenance/updating of academic and research documents such as Curriculum Vitae (CVs), NIH Biosketches, NIH other support documents, etc.Hourly Range $20.69 - $30.89


      All required qualifications must be documented on application materialsRequired Qualifications:
      • High School Diploma/GED and 5 years of related experience and/or a combination of work and education
      • Experience providing direct administrative support to high level professionals, leaders, or executives in a medical or other highly specialized setting.
      • Intermediate level knowledge of Microsoft Office and other common office applications
        Preferred Qualifications:
        • Prior University of MN work experience with knowledge of the Medical School and University policies and procedures
        • Ability to analyze information and identify solutions, under changing conditions
        • Ability to work independently with minimal direction from supervisor
        • Experience and familiarity working with faculty and students in an academic and research-oriented setting
        • Experience with University & Medical School applications including, but not limited to Google Suites, Enterprise Financial System/Peoplesoft, QGenda Scheduling, EPIC, Microsoft Office.

          About the Department

          To learn more about the Department of Surgery, please visit:


          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 , Program/Project Specialist, Other , Saint Paul, Minnesota

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