Administrative Associate 1

University of Minnesota, Minneapolis, MN, Openings : 1,
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Job Description :

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.
  • Proficiency in Google Applications (Gmail, Calendar, Docs, Forms, Chat) and Microsoft Office Suite (Word, Excel, PowerPoint).

Preferred Qualifications:

  • Experience with University of Minnesota computer systems (Chrome River, EFS, etc).
  • Applies knowledge and skills to a recurring task or activity with emphasis typically on precision and timeliness of execution.
  • Strong written and verbal communication skills.
  • Demonstrated ability to learn, interpret independently and apply a variety of complex policies and procedures.
  • Demonstrated organizational skills with the ability to meet strict timelines.
  • Ability to work independently.
  • Strong technical and project management skills.
  • Experience in supporting development of manuscripts and/or presentations and/or grants, including editing for grammar, citation, and refining figures and tables.

The Division of Pediatric Epidemiology and Clinical Research is dedicated to improving the health of children through research in the etiology, prevention, treatment and outcomes of childhood diseases. The Division is seeking an Administrative Associate to support faculty and research staff in their day-to-day activities, including managing complex scheduling, understanding and informing faculty/staff of University policies, arranging travel, and overseeing complex purchases and contracts. The Division has an extensive research fellowship and training grant that requires significant involvement from the Administrative Associate. The position is a combination of work-from-home and on-campus days. We believe that diversity, equity, and inclusion are core to our pursuit of excellence and we encourage applications from varying and intersecting identities reflective of our communities — including people of color, indigenous people, people from working class backgrounds, and LGBTQ+ people. Hence, we encourage applications from people with these identities or who are members of other marginalized communities. Learn more about diversity, equity, and inclusion in the Department of Pediatrics here:
Division Administration 20%:

  • Develops and oversees administrative and operational workflow for assigned programs/projects.
  • Conducts analysis and makes recommendations to improve inefficiencies and effectiveness of business operations to best align with overall department/division goals.
  • Acts as representative of the Division to internal and external agencies and partners.
  • Ability to identify and act on potential questions/problems and independently resolve these matters.
  • Explain complex policies and procedures and independently resolve problems/questions. Serve as local expert on division, department and UMN administrative policies and procedures.

Contract Administration 40%:

  • Manage, submit, and track dbGaP, MTARFs, FedEx account and non-funded agreements (contracts).
  • Work with complex budgets and submit timely payments for clinical trial invoices.
  • Identifies vendors and negotiates business/services contract(s). Examines contract details to ensure terms are fulfilled according to the terms. Independently resolves contract-related issues.
  • Coordinate NOGAs for the division, ensuring that all responsible parties are assigned and aware of their responsibilities.
  • Utilize knowledge of division faculty research projects and associated timelines and deliverables to ensure time-sensitive requests are fulfilled, serving as the point person for the faculty in the division, researching answers to questions as well as policies and procedures.

Faculty Support 40%:

  • Manage several complex faculty calendars and schedule meetings, including prioritizing and making decisions on a daily basis regarding facultys electronic calendars to include scheduling appointments, planning meetings, and scheduling personnel interviews.
  • Independently update faculty CVs, biosketch and trainee information tables on a regular ongoing basis for assigned faculty.
  • Obtain and process documentation for performance appraisals, promotion and tenure, and committee responsibilities, as assigned.
  • Coordinate travel arrangements for meetings, conferences, and speaking engagements (airline reservations, hotel reservations and meeting registration) and submit travel and miscellaneous expenses for reimbursement.
  • Manage professional and journal memberships for assigned faculty.
  • Onboard new faculty including ordering computers, phones, pagers, and other equipment, as necessary.

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) 624-8647.

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:

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 nations 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 the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of America’s Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019, 2022).

Last Date For Apply: 2024-06-12 00:00:00 Job Type : FULL_TIME, Employment Type : FULL_TIMEApply Here