Administrative Associate 1 - Department of Surgery

Department of Surgery
Administrative Associate 1 (8208A1), Vascular Division

About the job:

As a key staff member and representative of the Department of Surgery team, the Administrative Associate 1 is a vital partner in the management of faculty administration. This position is responsible for analyzing, researching and consulting on behalf of the Vascular Division Chief, as well as additional surgical faculty and adjunct faculty. This position is also responsible for researching and coordinating administrative services, clinical services and research support across the MHealth matrix (UMP, Fairview and University of MN). This Administrator interacts with all levels across the organization and requires a high degree of professional communication, interpersonal skills and program management skills including excellent organization, prioritization, attention-to-detail, and follow through skills.

Additionally the position analyzes, develops and creates the clinic and call schedule in Qgenda (software used by the matrix organization for Clinic, OR, and call schedules across the entire system). This individual also works closely with UMP and FV-employed staff to coordinate on behalf of the surgeons when additional cases need to be added to their schedules to ensure optimal functioning of the operating rooms.

Responsibilities:

Division Chief Administrative Support 50%:

• Partner with the Division Chief specifically on the daily administrative operations of the Vascular Surgery Division
• Develop and oversee administrative, financial and operational workflow for assigned programs/projects
• Manage complex schedules for Division Chief to include scheduling meetings, managing calendars, prioritization of commitments, and executing last minute decisions on the Chief's behalf
• Consult and manage initiatives to support faculty research based activities and dispatch financial requests for research projects
• Build and maintain collaborative working relationships with all internal and external stakeholders from diverse backgrounds at all levels of the organization.
• Review, analyze, consult and implement complex policies and procedures and independently resolve problems/questions
• Consultant on behalf of the Division Chief and the division as subject matter expert with regards to the division, department and UMN administrative policies and procedures
• Manage call schedule and additions/cancellations in QGenda
• Coordinate travel arrangements for meetings, conferences, and speaking engagements (airline reservations, hotel reservations and meeting registration) and submit travel and miscellaneous expenses for reimbursement
  
  Administrative Division Support 25%:
• Consult and collaborate closely with the Surgical Education Office regarding resident education and fellowship coordination
• Develop, coordinate and implement event planning initiatives on behalf of the Division (faculty retirements, Division specific initiatives)
• Manage complex schedules for Vascular faculty to include scheduling meetings, managing calendars, prioritization of commitments
• Evaluate and forecast Faculty clinical and administrative schedules with internal and external stakeholders
• Independently update faculty CVs, biosketches and trainee mentorship tables on a regular ongoing basis for assigned faculty
• Research, coordinate and implement all logistical operations involved to onboard new faculty members including, coordinating meetings, ordering computers, phones, pagers, and other equipment as necessary
• Coordinate process documentation for performance appraisals, promotion and tenure, and committee responsibilities as assigned
• Manage professional and journal memberships for assigned faculty
  
  Other duties as assigned 25%
• Manage Qgenda schedules for Cardiac and Vascular faculty
• Oversee credentialing for Cardiac and Vascular faculty
• Other duties as assigned

All required qualifications must be included in the application materials

Required Qualifications:

• BA/BS or a combination of related education and work experience to equal four years
• Applies knowledge and skills to a recurring task or activity with emphasis on accuracy and timeliness of execution
• Demonstrates superior organizational skills with the ability to meet strict deadlines
• Demonstrates a high level of confidentiality and professionalism
• Demonstrates a commitment to learning, leading to independence and the application of a variety of complex policies and procedures
• Proficient in the use of specific technology including Google Workspace (Gmail, Calendar, Docs, Forms, Chat) and Microsoft Office Suite (Word, Excel, PowerPoint)
  

Preferred Qualifications:

• Experience with University of Minnesota financial application systems (ChromeRiver, EFS, etc) and patient care systems (Epic, Qgenda, etc).
• Experience working within a team environment, and contributions to the development of best practices
• Experience supporting leaders and/or faculty with their administrative needs

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.

• 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

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.

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

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.

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).