Administrative Associate 1 - Operations Coordinator

Overview: The Department of Emergency Medicine at the University of Minnesota Medical School is a rapidly growing department. This position is a critical coordination role for academic, clinical and research efforts of the department. This is a hybrid position with negotiable time on campus mostly in the 717 building on Delaware Street S.E. The position will provide operational and administrative support and may include mentoring or guiding student employees or project teams. This position may also provide administrative support to other Divisions within purview of our administrative team. More information will be discussed in the interview.

Responsibilities:
Departmental Administrative Support - 45%

• Exercises independent judgement use for a wide variety of inquiries as the first point of contact for faculty, staff, students, and other medical school constituents, utilizing knowledge of University, Medical School, Departmental and Division policies.
• Develops and oversees administrative and operational workflow for assigned program/project.
• Independently manage general operations including, budget and billing, procurement, communications, facilities, and space requests.
• Conducts analysis and makes recommendations to improve efficiencies and effectiveness of business operations to best align with overall departmental goals and objectives.
• Manage, with a high level of attention to detail, the calendars of the leadership in the department
• Manage facilities and space requests.
• Manage computer and device inventory for the department.
• Oversee division website content for Department of Emergency Medicine, M Health Fairview, and University of Minnesota Physicians.
• Plan and assist with Education, including planning biannual events for medical students interested in Emergency Medicine.
• Identify and resolve straightforward problems using standard procedures.
• Identifies problems and all relevant issues in straightforward situations, assesses each using standard procedures.
• Plan annual faculty meetings.

Clinical Support - 25%

• Plan monthly provider meetings.
• Run reports for monthly provider hours, and assist the Department Administrator and Director of Physician Scheduling
• Work with payroll for overages, one-time payments, and casual physicians.
• Help with scheduling for UMMC ED Leadership, including the Senior Medical Director, the Medical Directors for the East and West Bank EDs, the Assistant Medical Director/Director of Informatics, the Director of Physician Scheduling, and other leadership positions as the department and practice grow.

American Heart Association - 20%

• In collaboration with other departmental staff, coordinates administrative aspects of BLS/ACLS/PALS courses for more than 300 students a year (more than 65 class sessions). This includes scheduling, verification of completion, issuing electronic certification cards, and updating internal student compliance databases.
• Support in-person sessions with equipment set up, registration and other duties.
• Maintains materials and AHA inventory of online course keys, distributing and monitoring key completion and trouble-shooting issues.
• Invoices, tracks and reports on internal and external payments working with departmental accounting staff.
• Cross train with Fellowship/Faculty Coordinator and Clerkship Coordinator to manage other EMMD courses as needed.
• Prepares reports and ensures they meet University and AHA guidelines.
• Develop and make recommendations to improve efficiencies and effectiveness of student course management.
• In collaboration with the department administrator, review and build budgets for medical school courses.
• Develop and make recommendations to improve efficiencies and effectiveness of student course management.

Finance - 5%

• Manage and maintain a database of division financial records.
• Review, approve and process financial transactions.
• Manage Purchasing Card and complete month-end reconciliation through EFS.

Other duties as assigned within job description - 5%

• Support special projects and other duties as assigned.
• Assist with program or departmental planning and represent the unit/administrator on assigned matters when needed.

All required qualifications must be documented on application materials

Required Qualifications:

• BA/BS or a combination of related education work and experience equal to 4 years.
• Highly competent with Microsoft Office Suite (Word and Excel, and PowerPoint) and Google environments.
• Can work independently and be self-motivated for remote work.
• Ability to work within a team and be collaborative to get things done.
• Exceptional attention to detail.
• Ability to prioritize multiple tasks and multiple projects.
• Position requires sitting 80% of the time.

Preferred Qualifications:

• Demonstrated experience with effective communication orally and in writing.
• Experience writing clear, concise letters and/or e-mail messages with accurate spelling, punctuation, and grammar.
• Experience with scheduling and managing complex calendars
• Proficiency at learning and operating new software systems.

Pay Range: $62,000 - $69,000; depending on education/qualifications/experience

Time Appointment: 80% - 100% Appointment

Position Type: Civil-Service & Non-Faculty Labor Represented Staff

Please visit the Office of Human Resources website for more information regarding benefit eligibility.

The University 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
• 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).

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.