University of Minnesota Twin Cities is hiring: Administrative Associate 1 - Hema

Administrative Associate 1 - 8208A1

The Division of Hematology, Oncology and Transplantation is one of eleven divisions within the Department of Medicine, the largest department within the Medical School and University of Minnesota. This growing Division currently has more than 55 faculty, 35 administrative and research staff, and more than 20 fellows. The Division generates over $17 million in patient care revenue and has a strong history of research, in partnership with the Masonic Cancer Center. The Division’s faculty members serve in leadership roles throughout the Medical School, Academic Health Sciences, Masonic Cancer Center, and affiliated health systems.

This position provides excellent administrative support to faculty physicians and one of the 4 Section Head Leaders within the Division of Hematology, Oncology, and Transplantation (HOT). The successful candidate will be reliable and able to work both autonomously and collaboratively with partners across the tripartite mission. The position requires a strong ability to prioritize work, outstanding communication skills, superior attention to detail and follow-through, and the ability to multitask.

Responsibilities include:

1. 60% Operations
   • Manages complex calendars and schedules for multiple faculty; prioritizes requests; troubleshoots conflicts.
   • Manages communication and access to assigned leaders; triages emergent and significant issues by analyzing, prioritizing, escalating and resolving appropriately.
   • Composes, drafts, prepares, edits and proofreads documents, business correspondence, forms, candidate itineraries and spreadsheets; handles signature and routing of confidential, financial and research-related documentation.
   • Manages and coordinates the purchase and inventory of Division technology plus software purchases and renewals for 50+ faculty in partnership with stakeholders (OGC, OIT, Accounting, Vendors and Leadership); reviews terms and conditions and advances the approvals on complex purchases.
   • Serves as the Section’s purchasing, reimbursements, and financial transactions subject matter expert ensuring compliance with Department and University policies within established deadlines; processes purchasing card expenses and reconciliations; creates requisitions, SOWs, and professional service agreements; provides assistance with licensing, training and other compliance related requirements.
   • Plans and coordinates Classical Hematology Section meetings, committee meetings, special conferences, seminars, forums and retreats; creates, generates and distributes meeting agendas and minutes.
   • Updates and edits faculty CVs in Works Tools and supports the Classical Hematology Section Head during the faculty annual review process; edits Biosketches and Bibliographies in myNCBI.
2. 35% Program Administration
   • Coordinates and executes strategic event planning for monthly Classical Hematology Blood Club events; annual Watson Lecture; annual Summer Internship Research Program and other programs and projects as they arise.
   • Participates in program and administrative planning and oversees the execution of program or project.
   • Develops communication and marketing plans to engage internal/external agencies, organizations and participants.
   • Gathers, compares, and analyzes data to make recommendations for future offerings of programs.
   • Creates flyers; welcome letters; presenter materials; invitations; calendar invites; schedule of events.
   • Creates and manages venue contracts; guest lists management; meeting itineraries; exhibitor agreements; invoices; reimbursements; honorariums; check requests and other financial documents.
   • Updates to website, internship application and other documentation.
   • Coordinates welcome events, poster presentation symposiums and program last-day events.
3. 5% Course Administration
   • Coordination of MED 7528 Hematology Course with fellowship program, enrolled students and providers.
   • Updates syllabus in Canvas.
   • Coordinates with students and providers with rotation schedule and important documents.
   • Updates providers' calendars to reflect student rotation schedule.
   • Assists with evaluation and grades; provides reminders to the course director.
   • Coordinates course registrations with the Med-Electives Department; updates annual enrollment registration requirements.

All required qualifications must be included in the application materials

Required Qualifications
BA/BS or a combination of related education and work experience to equal four years; applies knowledge and skill to a recurring task or activity with emphasis typically on precision and timeliness of execution.
Demonstrated proficiency with Microsoft Office Suite applications (Word, Excel, PowerPoint) and QGenda clinical scheduling and days away processes.
Project Management experience with ability to re-prioritize tasks as needed to successfully meet all deadlines.
Effective problem identification and problem-solving skills.
Willingness to learn and grow professionally.
High level of independent initiative, proactivity and creativity.
This position will require onsite presence at least 1 day or more per week for training, connection and collaboration with division leadership, faculty, staff and learners.

Preferred Qualifications
Previous administrative experience at the University of Minnesota or a similar large, decentralized organization assisting and supporting senior leaders.
Proven ability to be anticipatory of faculty leader needs including data and information gathering, travel planning needs and scheduling issues.
Experience working in a higher education institution.
Experience in supporting the development of manuscripts and/or presentations, including editing for grammar, citations, illustrations, refining figures and tables, and clarity of thought.
Strong technical and project management skills.
Experience in the assessment and revision of operational workflows to ensure efficiency and effectiveness.
Demonstrated ability to work independently with a high level of accountability, follow-through and internal drive.