Job Description

Responsibilities/duties:
Departmental program and project support - 30%

• Co-lead departmental events and meetings e.g. receptions, retreats, faculty/staff meetings.
• Serve as lead contact for OBGYN division facilities and operations projects.
• Lead administrator for financial transactions including expense payments, employee reimbursements, purchasing card transactions, and travel reimbursements. 
• Train and be a resource for other administrators working in EFS and Peoplesoft. 
• Serve as departmental and division information source, answering and triaging phone calls.
• Special projects as assigned.

Clinical support for WHS â“ 10%

• Manage clinic and hospitalist schedules and entering data into online scheduling software.
• Provide primary administrative support for the Division of Obstetrics, Gynecology, Midwifery and Family Planning and Complex Family Planning division and their clinical staff.
• Provide secondary administrative support for the Maternal Fetal Medicine, Gynecologic Oncology and UroGynecology division clinical staff.

Department Communications â“ 10%

• Oversee the design and proofreading of departmental communications.
• Oversee and manage communications for departmental events e.g. receptions, retreats, faculty/staff meetings.
• Manage design and data entry for department website and other departmental websites.

Talent Planning & Acquisition: Recruitment, Selection, Hiring and Onboarding â“ 10%

• Project lead for the onboarding process of new OBGYN faculty.
• Manage tasks between MHealth/UMPhysicians and Fairview as needed.
• Lead administrator working as point person with the Office of Faculty Affairs for all new faculty recruitment
• Lead coordinator of annual faculty reviews, post-tenure reviews, and faculty promotions for the OBGYN Division.

Administrative Support for departmental faculty â“ 40%

• Provide primary administrative support for the Division of Obstetrics, Gynecology, Midwifery and Family Planning and Complex Family Planning division and their faculty/providers.
• Provide secondary administrative support for the Maternal Fetal Medicine, Gynecologic Oncology and UroGynecology division faculty/providers.
• Manage faculty calendars and schedule meetings, including making decisions on a daily basis regarding the faculty's electronic calendars.
• Provide support with composition, word processing, editing, and formatting correspondence, curriculum vitae, manuscripts/reviews/abstracts, bibliographies, grant paperwork and reports.
• Assist with travel arrangements for faculty (airline reservations, hotel reservations, and meeting registration) related to conferences and speaking engagements.
• Maintain and order office supplies and equipment.

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

• High School Diploma/GED and five (5) years of related office and administrative experience to include project management.  Training/education may be substituted for up to two (2) years of experience.
• Customer service oriented.
• Computer experience using Google calendar and Gmail, MS Office (Word, Excel, PowerPoint, at a minimum) and maintaining calendars for multiple individuals.

Preferred qualifications:

• Experience scheduling complex meetings with multiple participants using various electronic calendar systems and arranging event details (i.e., room scheduling, catering, etc.).
• Intermediate to advanced computer skills including proficiency with Microsoft Office and electronic calendars.
• Knowledge of and experience with electronic medical records, audio/visual technology and equipment.
• Demonstrated excellent interpersonal and communication skills (written & verbal) to include proactive dissemination of information; proficiency in grammar, punctuation, and spelling.
• Demonstrated exceptional organizational and problem-solving skills.
• Ability to multi-task and prioritize in a fast-paced environment, work independently, show initiative, meet deadlines, and provide administrative support to multiple people.

About University of Minnesota Twin Cities

The University of Minnesota, founded in the belief that all people are enriched by understanding, is dedicated to the advancement of learning and the search for truth; to the sharing of this knowledge through education for a diverse community; and to the application of this knowledge to benefit the people of the state, the nation, and the world.

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