Administrative Specialist - Department of Surgery

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 Google Suites, Enterprise Financial System/Peoplesoft, QGenda Scheduling, EPIC, Chrome River and Microsoft Office.
• Experience providing administrative support to multiple high-level professionals
• Experience working with diverse faculty and students in higher education setting
• Experience with business travel planning

About the Department

Committed to innovation and diversity, the Medical School educates physicians, scientists, and health professionals; generates knowledge and treatments; and cares for patients and communities with compassion and respect. We value excellence, inclusiveness, collaboration, and discovery.

To learn more about the Department of Surgery, please visit: https://med.umn.edu/surgery

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

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 have the opportunity to complete an online application for the position and attach a resume.

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).