Administrative Specialist - Department of Surgery

Apply for Job Job ID362312 LocationTwin Cities Job FamilyLR-Clerical Full/Part TimeFull-Time Regular/TemporaryRegular Job Code1897 Employee ClassAFSCME Unit 6 - Clerical Add to Favorite Jobs Email this Job About the Job Program Project Specialist (1897) Department of Surgery - Critical / Acute Care Division * This position is represented by AFSCME Clerical Bargaining Unit. Dues or Fair Share deductions will be made. * The Program/Project Specialist in the Critical Care Division is responsible for the executive level support of Division faculty members, including support of the Division Chief. This includes the maintenance, coordination and support of faculty life in regards to academic, educational, research, and clinical responsibilities. This hybrid position will work directly with the Division's Associate Administrator to create, evaluate, and maintain administrative processes as well as collaborate on solutions-based issues as they arise. 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 are defined below. Administrative Support to Division Chief (50%) Provide high level executive level administrative support to the Division Chief of Critical/Acute Care to include: Develop and implement procedures and best practices for ongoing communications with M Health/Fairview System and the Critical Care Division Chief. Handle complex communication on behalf of the Chief and serve as a liaison across the MHealth system, including the UMN Medical School, UMP and Fairview with clinical staff and departmental divisions Electronic calendaring and resolution of scheduling conflicts Organization of faculty-initiated meeting requests In collaboration with Division Administrator, display competence using QGenda and Google calendars as "point of truth" for Division Plan and coordinate executive level meetings, creating and distributing communications on behalf of the Chief. Must organize and identify the faculty/staff/outside consultants to be included. Using caution when distributing protected or confidential information. Facilitate communication between faculty and clinical staff typing/editing/proofreading correspondence/documents/reports/etc. Manage and distribute meeting minutes Plan complex travel itineraries and oversee the reimbursement process. Maintenance of CVs in Works and independently troubleshoot issues with Office of Faculty Affairs. Work with faculty on promotion and tenure requirements and deadlines Work with partners at UMP and Fairview on credentialing of new faculty and onboarding of clinical faculty, ensuring that issues are known and escalated to appropriate partners. Oversee and manage professional licensing, continuing education, and memberships. Manage faculty files and records, and assist with faculty reviews. Respond in a timely manner to day-to-day email, phone, and in-person requests by and of faculty. Administrative Support to Surgical Critical Care Faculty (25%) Provide administrative assistance to additional Surgical Critical Care faculty, and Program Director of the Residency program. To include: Coordinate directly with the Surgical Education team with matters related to the Program Director's schedule Assist with letters of recommendation for medical students residents and fellows Electronic calendaring and resolution of scheduling conflicts Organization of faculty-initiated meeting requests Facilitate communication of patient and other documents between faculty and clinical staff Typing/editing/proofreading correspondence/documents/reports/etc. Processing incoming and outgoing mail for division Maintenance of CVs, credentialing professional licensing and memberships Maintenance of faculty files and records Tracking of BEA funds and other funding Assistance with faculty reviews. Respond in a timely manner to day-to-day email, phone, and in-person requests by and of faculty. Divisional Settlements (15%): Report Creation: Develop and maintain a domain-wide spreadsheet with formulas for quarterly reports. Data Management: Oversee the collection and organization of relevant data from various sources. Communication Coordination: Direct and manage communication between the scheduler(s), faculty members, division chief, and finance team. Process Improvement: Continuously refine processes and formulas to enhance system usage and ensure clear, consistent data results from initiation to final distribution. Shared Division Administrative Support/Reception (10%): On days when scheduled for in-office work: Responsible for timely opening and independent operation of the Division office during office hours. Assist Critical Care Faculty with tasks that require in-office staff presence. Answer in-person and phone inquiries in a professional and efficient manner, direct callers and/or relay messages. Greet Critical Care visitors and notify faculty that guests have arrived. Direct students, faculty, staff, and visitors to the appropriate resources or individuals. Coverage of main office phone; provide direction to patient calls and inquiries for assistance. Monitor voicemail for the front desk phone line and distribute or respond to messages as appropriate. Receive and distribute packages for faculty and staff who use the 11th floor mailroom and MMC 195 mail room. Daily monitoring and distribution of incoming faxes, mail, and other deliveries. Assist administrative staff with planning and set-up/clean-up of division events as needed. Other duties as assigned. Qualifications All required qualifications must be included in the application materials Required 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 Excellent verbal and written communication skills, including grammar, spelling, punctuation, etc. Ability to work in a fast-paced office environment, with the ability to adapt to change Ability to work independently to prioritize work with minimal supervision and exercise appropriate decision-making Ability to maintain a professional and positive demeanor with all levels of employees 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 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... For full info follow application link. 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