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 Children'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 - 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

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 employ@umn.edu 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 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.

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).