Temporary Administrative Specialist – Cardiovascular Division (# 360427)

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Job ID: 360427

About the Job

Job Description
45% Administrative Support for Section Lead
and/or Program Directors

  • Utilize independent judgment and knowledge to respond to a wide variety of inquiries from medical faculty
    and staff, but not limited to, general office protocol and Departmental and University services and policies.
  • Manage complex
    electronic calendars to include scheduling appointments and planning and coordinating meetings.
  • Perform financial duties
    including timely submission of travel and other expenses for reimbursement on behalf of the faculty as requested.
  • Supports
    Program Directors for any other required activities and events determined to support the success of the program.

25% General
Administrative and Program Support

  • Coordinate special conferences and seminars as requested, including hosting international
    visitors, preparing travel and meeting itineraries, and arranging audiovisual support.
  • Prepare, and compose information and
    promotional materials for marketing, displays, conferences, news items, and other purposes as directed by division leadership.

  • Provide administrative support for coordinating events (e.g., lectureships, Grand Rounds, Employee Appreciation events, Annual Conferences,
    and other educational and philanthropic events). Work according to University policy with Departmental, University and external partners to:

o Identify and schedule appropriate venues, rooms, or facilities
o Facilitate AV requests
o Order food and refreshments
Support onsite event logistics
o Manage calendar invitations
o Support event-related communications
o Arrange payment for goods and

  • Work closely with the Cardiovascular Division administrative support staff to provide cross-coverage for other cardiology
    faculty as needed during vacations, medical leaves, and employee transitions.

20% Project Support and Coordination

  • Organize and distribute agenda and take meeting notes of weekly and ad hoc meetings.

10% Other Responsibilities as

  • Provide additional administrative support for the Department, including serving as a departmental source of information,
    greeting delivery staff and visitors to the department, distributing packages, getting and distributing mail, running errands

is a temporary position that will last up to 67 business days and will work up to 40 hours per week. This position is not eligible for
benefits and is not permanent.


Required Qualifications

  • BA/BS or a combination of
    related education and work experience to equal 4 years
  • Minimum four years of office experience in a medical setting environment
  • Training/education may be substituted for some of the years of experience
  • Excellent oral and written communication
  • Excellent interpersonal and communication skills with an ability to work collaboratively with diverse audiences.
  • Proficient with Microsoft and Google suites, with the drive to learn new systems, as needed.
  • Reliable and accountable with
    passion and commitment to their team and community.
  • Highly organized with attention to detail in a fast-paced, multitasking
  • Must be self-motivated, self-guided, goal-oriented, and mindful of deadlines.
  • Demonstrated experience
    handling a wide range of administrative related tasks with a commitment to professionalism and confidentiality.
  • Proficient in
    University finance policies and procedures to perform a variety of purchasing needs as well as timely reimbursements to faculty for
    University travel and other expenses including EFS, PCard, Check Requests, PO’s and Chrome River.

Preferred Qualifications

  • Administrative experience in higher education or an academic medical center.
  • Ability to leverage software technology to advance
    office operations.
  • Ability to work both independently and within a team-based department, including: physicians, faculty,
    researchers, trainees, patients, staff, and community members.
  • Experience with QGenda provider scheduling software (or similar).
  • Experience with EFS financial reconciliation system (or similar).
  • Experience with web conferencing software (e.g.,
    Zoom, Microsoft Teams, Google Meet).
  • Experience supporting events.
  • Proficiency with EndNote, Adobe Acrobat and Adobe
    Creative Suite
  • Experience supporting a leadership team.
  • Demonstrated ability to work with and adapt to new
    technologies and processes without significant direction.

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”

To request an accommodation during the application process, please e-mail employ@umn.edu
or call (612) 624-8647.


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

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.

Optional add: 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.

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).

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