Operations Coordinator & DFR

The Department of Pediatrics has an exciting opportunity for an Operations Coordinator/Department Facilities Representative to contribute to the improvement of children's health through applying their exceptional organizational talents in support of pediatric research, education, and clinical care. This role functions at the heart of the department, working with faculty and staff as well as colleagues from across the Medical School and partner organizations.

While this in-person position is located at the University of Minnesota Masonic Children's Hospital on the West Bank, it also requires travel throughout the University of Minnesota - Twin Cities campus. Standard work hours are Monday-Friday from 7:00 am to 3:30 pm and can require after hours support. Note that required qualifications must be reflected in application materials. We are seeking to enrich the diversity of our workplace community and encourage applicants from diverse communities and cultures to apply. Learn more about diversity, equity, and inclusion in the Department of Pediatrics here: https://med.umn.edu/pediatrics/equity-diversity-inclusion.

The operations coordinator will also be responsible for modifying the department website, online biographies, and media channels in order to promote and market the work of faculty, staff, and trainees to the general public. The role also includes operational oversight of the Academic Office Building and special projects.

Responsibilities:

60% Space & Departmental Facilities Representative

• Department Access Coordinator - maintain information on keys and lock codes, order keys, place requests to Department of Public Safety Access Services for card key access for department members.
• Process access or badge access requests, access termination requests, and review existing access across all groups when needed/prompted for access audit purposes.
• Coordinate moves of labs, offices, materials between University Buildings, and to/from offsite locations.
• Obtain move supplies, arrange/schedule movers from moving companies, advise staff on packing best practices, and assist with remaining logistics of related move needs. This includes supervising movers on move day; giving direction on routes, handling of materials, positioning of materials at destination.
• Arrange for installation of network wiring, activation of network drops, installation and moves of telephones. Recommend locations for wiring.
• Coordinate with outside vendors re: furniture needs, including assessing needs, working with vendors for drawings, bids, installs, & payment processing. Resolves contract related issues.
• Coordinate with outside vendors and act as on-site contact for vendors re: moving services for lab clean outs and office moves, including assessing needs, working with vendors re: timing & supplies needed, being on site the day of moves to coordinate access & oversee the project, & payment processing.
• Assemble and analyze data from space reports to provide space information to multiple stakeholders. Facilitate necessary changes within our departmental space inventory in the TRIRIGA system and in collaboration with other Departments as necessary (MIDB, StemCell Institute, LHI, MCC, etc).
• Recommend models of equipment and suppliers to new faculty based on University contracts, vendors, and cost.Obtain quotations from vendors for required lab and medical equipment requested by new faculty.
• Facilitate changes within our departmental capital equipment inventory, including changing locations and submitting asset disposal forms as necessary
• Liaise with internal University partners-OIT, NTS, UMN Facilities Management, Egan, & Fairview facilities & EVS-as needed for phone moves, device relocations, and maintenance requests.
• Use PCard and/or create and reconcile UMarket cart or POs as needed for space and facilities related expenses. Coordinating with opspurchasing@umn.edu to pay vendor invoices for various onsite services.
• Assess and arrange for facility repairs of varying magnitudes.

25% Website Communications

• Conducts analysis and makes recommendations to improve inefficiencies and effectiveness of website operations to best align with overall department goals.
• Oversee department website email; respond, process and escalate website requests.
• Recommend project plans to improve the department website. Execute department website projects, audits and reports.
• Engage with faculty and staff to plan and develop new website content.
• Maintain and update faculty online biographies, news and events, and general website content.
• Maintain Department media channels and other communications as needed.
• Hire, train and supervise website student workers.

10% Academic Office Building (AOB) Concierge Services

• Serve as the central administrator for AOB employees and vendors. Monitor and triage AOB and department phone and emails. Continually improve AOB operations, processes, and services.
• Oversee building scheduling and technology needs to include scheduling system and processes, technology, and space. Provide technology support service and serve as onsite contact for technology needs.
• Create and maintain AOB online resources for reference by building occupants.
• Triage and escalate AOB technology and facilities requests.
• Hire, train and supervise concierge services student workers.
• Conduct receiving and billing for vendors for AOB. Make departmental purchases for operations such as office supplies, machine ordering/upkeep, and other technology needs in the AOB.

5% Other duties as assigned

• Special projects, such as streamlining the OGC contract request intake processes with the Medical School's Contract Office.
• Maintain org. chart and clinic composites for the department and related clinics.
• Plan, prepare, and execute departmental events as assigned.
• PRESS, Grand Rounds, Socials, Large meetings in AOB spaces.
• Prepare faculty reviews and assist with filing post review season to maintain records.

Qualifications

All required qualifications must be documented on 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.
• Must be fluent in English. Excellent verbal and written communication skills. Demonstrates advanced editing and proofreading skills.
• Ability to manage large quantities of correspondence. Responds to inquiries professionally, accurately and timely.
• Able to navigate both PCs and Mac products as well as understand, navigate, and troubleshoot various software and hardware under time constraints.
• Ability to independently investigate, execute and track to completion tasks within a complex infrastructure that includes multiple organizations and units.

Preferred qualifications:

• Demonstrated related experience working in a clinical or academic medicine setting.
• Experience providing direct support to high level positions.
• Working knowledge of medical terminology.

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 be given the opportunity to complete an online application for the position and attach a cover letter and 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).

The University of Minnesota Medical School

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.
The mission of the regional campus located in Duluth is to be a national leader in improving healthcare access and outcomes in rural Minnesota and American Indian/Alaska Native (AI/AN) communities. In partnership with CentraCare, the regional campus in St. Cloud offers a wide range of patient experiences throughout students' education in Greater Minnesota and prepares them to become exceptional clinicians and leaders for rural and immigrant populations.

Founded in 1888, the University of Minnesota Medical School has three campuses. A four-year MD program and the MD/PhD program are located on the Twin Cities campus in addition to MD programs at regional campuses in Duluth and St. Cloud.