Administrative Coordinator, College of Pharmacy, Occupational Therapy

Summary of Position:
This position assists with the daily and strategic operational objectives, functions, and goals for the Department of Occupational Therapy (OT). This position is responsible for administrative coordination in the department, ensuring timely implementation of policies and processes necessary to achieve the operational and administrative goals as indicated in the Department's strategic plan. This position will work with OT departmental leadership to coordinate and support departmental activities while also supporting strategic, academic, and administrative initiatives of the College of Pharmacy.

Principal Duties and Responsibilities:
70% Administrative & Operational Management
Provide primary administrative support to the Occupational Therapy Department Head and leadership team, to include scheduling faculty meetings and leadership team meetings and assisting with the preparation of agendas for these meetings.
• Serve as an active member of the Department leadership team, working to implement changes and/ or initiatives that support program evaluation, process improvement, and operational efficiency across the Department.
• Liaise with other university departments, external individuals, and groups to connect resources to benefit the work of the department.
• Coordinate faculty affairs including the promotion and tenure process, annual reports of faculty appraisals, ad hoc task forces, and department, program-level, and college-level meetings.

Human Resources
• Serve as department liaison to work with CoP HR Partner.
• Maintain local employment records that include practice licenses, other required evidence of credentials, and other compliance items such as CPR certification.
• Coordinate and support departmental searches in collaboration with CoP HR partner
• generate contracts for temporary contract faculty/staff, adjunct faculty, PNC volunteer contracts, finalizing position descriptions, documenting search processes, communicating with candidates and committee members, and other employment-related tasks to align with University policies and procedures.
• Manage the departmental on-boarding processes for newly hired employees including but not limited to online and in-person training and orientation to the department.

Financial Management
• Manage and monitor expenditures related to office equipment, office supplies, shipping, and other expenses that require a purchase card.
• Monitor and analyze budgets within accounts, and generate reports as requested.
• Support ordering of supplies and equipment
• Support faculty p-card and chrome-river reconciliation, as needed
• Collaborate with CoP facilities manager to manage physical space and manage space utilization by staff, faculty, and graduate students including offices and other spaces that support the Department's educational and research missions.

25% Communications & Events
• Oversee and coordinate departmental communications. Including but not limited to: internal departmental and/or programmatic events, planning, production and distribution of marketing materials, newsletters, email list distribution, and management of archived event materials.
• Manage departmental emails at the direction of the Director of Experiential Learning, the Capstone Director and the Continuing Education Director
• Coordinate with the communications team and OT leadership on event planning.
• Coordinate the logistics of events, such as booking a venue, arranging transportation and accommodations, and ordering food and drinks
• Managing overall event budgets, contracts and payments with vendors
Coordinating with vendors and speakers, and managing communications

5% Miscellaneous
• Other duties as assigned
• Plan, prioritize, and lead special projects as assigned.
• Professional development

**The Employer retains the right to change or assign other duties to this position.

Work Arrangements:
This role is offered as a hybrid position. Most work associated with this position is performed in a hybrid combination of the office and home settings, but may all be performed in an office setting on our Twin Cities campus.
The ability for some flexibility with this requirement and the specific schedule will be determined between you and your supervisor.

Working Conditions:
The majority of the work in this position is performed in a general office setting.

Supervision:
Supervise student workers in the daily operations of the OT administrative office (e.g. equipment/supply inventory, classroom, and online technology), evaluating performance and providing feedback individually and at a team level.

Qualifications

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 ability to communicate and work effectively with and across diverse constituencies with different needs and priorities
• Demonstrated experience managing multiple projects with different and competing deadlines to their completion.
• Excellent verbal and written communications skills, including the ability to communicate effectively with various constituencies (faculty, staff, students, community partners, and alumni) as well as diverse populations in a hierarchical organizational structure
• Strong organizational ability and planning skills, reflecting both attention to detail and understanding of the department, collegiate, and University contexts
• Ability to take the initiative and work both independently and collaboratively, as appropriate
• Competent in the use of excel, including for computation, and interactive databases
• Proficiency in computer and technology skills, including but not limited to Microsoft Office (Word, Excel and PowerPoint), Google Workspace and Zoom.

Preferred Qualifications:
• Administrative experience at the University of Minnesota or in a higher education setting aiding the Department Chair or Director of an academic department
• Evidence of increasing responsibility in academic administration, government or comparable professional.
• Proven ability to be comfortable with ambiguity, develop timelines, identify problems and solutions, and conduct systematic processes reviews and improvements
• Experience managing program evaluation for an entity

About the Department

The University of Minnesota College of Pharmacy is nationally recognized for excellence in preparing pharmacists and pharmaceutical scientists, occupational therapists, and medical laboratory scientists to tackle society's toughest problems in Minnesota and across the globe. The College of Pharmacy offers degrees in the programs of pharmacy (PharmD, MS, PhD), occupational therapy (OTD), and medical laboratory sciences (BS, Certificate, MMLS, MS-BLS).

The pharmacy program is offered on the Twin Cities and Duluth campuses. The occupational therapy program is offered on the Twin Cities and Rochester campuses. The medical laboratory sciences program is offered on the Twin Cities campus. Interactive technology is used to keep all campuses connected.

The University of Minnesota's OT program is the only public professional-level program in Minnesota and one of the oldest OT programs in the United States. OT professionals work with children and adults who have physical, cognitive, or emotional disabilities that interfere with their ability to engage in life's tasks.

Benefits

Working at the University

At the University of Minnesota, you'll find a flexible work environment and supportive colleagues who are interested in lifelong learning. We prioritize work-life balance, allowing you to invest in the future of your career and in your life outside of work.

The University also offers a comprehensive benefits package that includes:

• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost
• Employee Transit Pass with free or reduced rates in the Twin Cities metro area

Please visit the Office of Human Resources website for more information regarding benefits.

How To Apply

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.

Acover letter and resume are required attachments for this position.

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.

Diversity

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: http://diversity.umn.edu

Employment Requirements

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.

About the U of M

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).