Program/Project Specialist - Department of Surgery

The Divisions of Surgical Oncology, Colon and Rectal Surgery, and Plastic & Reconstructive Surgery provide state-of-the-art care and are at the forefront of new research and technology for patients. These Divisions consist of 17 faculty members that are heavily involved with educating and training graduate and undergraduate students. Currently managed by three administrators who work closely together, they are seeking to add another person to the team.

Position Overview
The primary role of this position is to provide administrative and clinical support to the Plastic & Reconstructive Surgery Division (PRS). This division does not need a full-time administrator so this role has been paired with two other divisions that need additional support. Those divisions are Surgical Oncology (SO) and Colon and Rectal Surgery (CR). There are 17 faculty between all 3 divisions (PRS has 3, SO has 9, CR has 5). For all three divisions this role will act as the finance specialist to process travel, payments, and reimbursements. They will also assist with event planning and coordinate observerships.
This role requires independent decision-making on a daily basis and the ability to appropriately rank competing priorities and exercise discretion when elevating issues to staff/faculty. Takes ownership for delivering expected results. Manages complex calendars, financials and collaborates with various education, finance and clinical teams across the University. Tracks projects, generates reports and ensures compliance with DoS, UMN, State and Federal guidelines and regulations. A successful candidate will have excellent interpersonal skills, be a confident and direct communicator, be highly-organized, is able to streamline competing priorities and support a large team effectively. This is a hybrid position that may require 1 day in office/week.

Principal Duties/Responsibilities
Support for the Division of Plastic & Reconstructive Surgery Administrative Support - 30% (12 hrs/week)
• Proactively manage the day-to-day schedule of the division's faculty members (currently 3, recruiting 2-3 more)
• Manage emails and tasks with complex requirements, ensuring accuracy and efficient time management
• Proactively support faculty with their academic pursuits and leadership roles; Partner with faculty to establish tools and processes that support their success
• Act with independence and authority to create timelines, monitor workflow from development to completion; Develop and maintain administrative systems such as databases and filing systems
• Draft, edit, and transcribe documents; Generate and disseminate reports
• Track and process CME reporting
• Maintain faculty CVs and biosketches via Works, SciENcv, and/or NCBI
• Assist faculty through annual reviews and the promotion and tenure process
• Liaison between research offices to expedite processes and track studies, manuscripts submissions and acceptances, grants, awards, expenses, mailings, etc.
• Monitor and ensure adherence to research protocols, IRB, FDA, Data Use Agreements and other state and local regulations; Assist in the timely preparation and maintenance of regulatory documents
• Maintain up-to-date knowledge of HIPAA guidelines, regulatory guidance and institutional requirements (NIH, FDA, UMN Research Requirements, Fairview Requirements, and requirements of Health and Human Services)
• Collaborate with the resident and medical student coordinators to orient trainees to our service
• Maintain Division social media platforms and websites
• Partner with division manager and recruitment and onboarding teams to support the recruitment and onboarding of new faculty
• Identify and act on potential questions/problems and independently resolve these matters; Be a confident decision maker
• Maintain office supply inventory, coordinate technology needs, mail/fax distribution
• Run monthly division meeting; Create agenda and take meeting notes, follow up on tasks assigned/new initiatives
• Manage the call schedule and maintain Qgenda database (clinical schedules)
• Process clinic adds/changes/cancellations and out of office requests timely and accurately
• Lead conversations with service lines and clinical staff to manage ongoing projects and new initiatives
• Provide cross-coverage for team members as needed
• Other duties as assigned

Support for the Divisions of Surgical Oncology, Colon & Rectal Surgery, and Plastic & Reconstructive Surgery Finance/Travel - 35%(14 hrs/week)
• Closely partner with team members and function as the team's financial specialist; purchase supplies, process contracts for professional services and other financial requests; Monitor spending and routinely share updates
• Coordinate travel arrangements for meetings, conferences, and speaking engagements (flight, hotel, meeting registration) and submit travel and miscellaneous expenses for reimbursement (40-50 trips/year)
• Purchase and reconcile faculty memberships, licenses, and supplies; Process resident/medical student reimbursements and vendor payments
• Consults with Surgical Administrative Center Finance Office to adhere to University financial policies and procedures; Utilize University financial systems (EFS, Chrome River, Forma)

Observerships & Department of Surgery Observership Champion - 15% (6 hrs/week)
• Organize clinic and OR observation opportunities for students/vendors (50-60 observers/year)
• Work with international students/MDs to coordinate 4-week long visits
• Act as the subject matter expert for the Department of Surgery; Generate resources, outline best practices and create FAQ for others to utilize; Meet 1:1 with other admins to give guidance

Event Support - 20% (8 hrs/week)
• Collaborate with team members on event planning (10 large events/year)
• Organize visiting professor visits; Travel, itinerary, presentation and financials (3 visits/year)
• Assist team members with advancing new initiatives and special projects

Hourly Rate: $24.53-$34.00

Qualifications

Required Qualifications
• High School Diploma/GED and 5 years of related experience.
• Experience with financial management, budgeting, and/or grant management
• Ability to work independently and as part of a team in a fast-paced environment
• Demonstrated organizational skills with the ability to follow strict timelines
• Demonstrated ability to learn, interpret and apply a variety of complex policies and procedures
• Excellent communication skills, verbal/written; A clear and direct communication style is ideal
• Proficient with Microsoft Office and Google Workspace
• Experience with complex meeting arrangements across multiple organizations
• Experience coordinating, planning, or leading projects or events

Preferred Qualifications
• Highly preferred, familiarity with University of Minnesota policies, financial systems, and resources; Passion to work in academic research environment
• Ability to interact with faculty, staff, collaborators, and students on a professional level
• Ability to develop and foster a collaborative, engaged, adaptable, and high trust team environment
• Experience utilizing an EMR, we use Epic

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 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).