Exec Office and Admin Specialist
Location: Minneapolis-Saint Paul Minnesota
Description: University of Minnesota is presently looking of Exec Office and Admin Specialist right now, this career will be placed in Minnesota. More details about this career opportunity kindly see the descriptions. The Department of Obstetrics, Gynecology and Women's Health is seeking an administrative assistant with a special combination of advanced administrative skills and prof! essionalism to directly represent and support the Division of Obstetrics and Gynecology, the Division of Reproductive Endocrinology, and the Division of Maternal Fetal Medicine, faculty and staff at its multiple office locations. This highly visible and first point-of-contact position interacts with all levels of the organization and requires a high degree of professional communication and interpersonal skills. The work is both project and task based and requires excellent organization, prioritization, planning, attention-to-detail, and follow through skills. The successful candidate will need to understand Divisional goals and structure, and exercise a high degree of independent judgment and decision making, acting with discretion and in accordance with established priorities.
***This position is represented by a bargaining unit, AFSCME Clerical. Dues or fair share deductions will be made.***
Required Qualifications:
High School diploma/GED and! four years of related office experience. Training/education m! ay be substituted for some of the years of experience. Computer experience required.
Experience working with website software ( i.e. UMContent)
Experience working designing databases (i.e. Microsoft Access)
Experience working with call scheduling systems (i.e. Amion)
PREFERRED QUALIFICATIONS:
Demonstrated excellent business writing skills.
Demonstrated excellent organizational skills.
Customer service experience. Proven verbal communication
skills. Experience with MicroSoft office software, UMContent and Amion.
Duties/Responsibilities
60%: Administrative Support for Division Faculty, Research Staff and Administrative Team
--Provide primary administrative support for the divisions' faculty/providers, research faculty and research staff.
--Manage complex faculty calendars and schedule meetings, including making decisions on a daily basis regarding the clinical ! faculty's electronic calendars to include scheduling appointments, planning/coordinating meetings, and scheduling personnel interviews.
--Coordinate travel arrangements for faculty (airline reservations, hotel reservations, and meeting registration) related to conferences and speaking engagements.
--Facilitate monthly Provider and Division meetings including meeting logistics, agenda preparation, meeting minutes, food arrangements and email notices.
--Assist with onboarding process for new employees.
15%: Office Management
--Coordinate 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.
--Coordinate office set-up for n! ew faculty and employees, including ordering computers, phones, and bus! iness cards.
--Maintain and order office supplies and equipment, with the assistance of the student worker.
15%: Data and Document Management
-- Manage Clinic and Hospitalist schedules and enter data into online scheduling software (Amion).
--Manage Maternal Fetal Medicine OB Database in Microsoft Access; import EPIC data monthly; and create reports as needed.
--Manage Department Database, including tracking Adjunct Faculty hours and mailings to faculty members
--Enter references into reference software (EndNote) for faculty publications.
--Manage Grants Databases, including tracking grant applications and sending out notices of new funding opportunities
--Assist faculty in creating and distributing research-related and Divisional surveys using Survey Monkey.
--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.
--Work with Biomedical Library liaison and staff to perform literature searches.
10%: Adjunct Faculty Coordinator
--Oversee adjunct faculty information on website using UMContent
--Process online applications and activity forms.
--Track and process documents for promotions, probations, and terminations.
--Maintenance and design of Adjunct Faculty database in Microsoft Access
Program/Unit Description
This appointment will be held in the Department of Obstetrics, Gynecology and Women's Health.
Application Instructions
Does this position require a background check?
No Response
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If you were eligible to this career, please email us your resume, with salary requirements and a resume to University of Minnesota.
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This career starts available on: Fri, 05 Jul 2013 21:11:40 GMT