This Administrative Associate will work as part of the administrative support team in the Department of Primary Dental Care, coordinating site visits and supporting the division of Dental Hygiene in their administrative function. This position calls for an experienced professional who can multi-task, think proactively, work independently and as part of a team. This position interacts with students, staff, faculty, university administrators and external stakeholders.
Managing EFS purchasing for two major events, including travel and expense reimbursement and PCard reconciliation; this position may be required to attend training courses as needed to stay current and maintain efficiency.
PEW Site Visit Coordination and Support
Assist department chair, department administrator, division administrators and other faculty in the coordination and implementation of PEW Charitable Trust site visits, including evening and early morning attendance on the dates of the site visits; preparation, check-in, and coordination of other site visit organizational responsibilities as they arise; Complete all purchases, expense reimbursement, necessary vendor documentation, contracts for professional services, and monthly billing for grant services, and other tasks as needed or assigned.
Support Departmental and Division Administrators
Assist and support the Primary Dental Care Department administrator and Division administrators, in the day-to-day operations of Primary Dental Care and its Divisions. This work may include: managing Google calendars to schedule meetings within the School of Dentistry and with internal and external stakeholders; attending meetings and taking minutes; composing email and other written correspondence, making phone calls; responding to inquiries, finding resources, or referring callers and visitors to proper sources; EFS purchasing, including travel and expense reimbursement and PCard reconciliation.
* The Employer retains the right to change or assign other duties to this position.
Position is grant funded, part-time (temporary) 8 month appointment, working 20 hours per week.
Hourly Salary Range: $15.69 to $22.47 USD/hour
All required qualifications must be documented on application materials.
High School Diploma/GED and two years of related office experience. Training/education may be substituted for some of the years of experience.
Computer experience required, with demonstrated proficiency in Microsoft Office Suite and Google Applications.
Experience in making travel arrangements for executives, faculty, or similar; experience with expense reimbursements for travel and/or conference fees, etc.
Experience working with confidential data (student, health records or financial data) and demonstrated high level of confidentiality is required for this position.
Demonstrated experience in oral and written communication, writing clear, concise letters or e-mail messages with accurate spelling, punctuation, and grammar.
Demonstrated experience in using interpersonal, organizational and problem-solving skills, multitasking in a fast-paced environment, working independently, showing initiative, and meeting deadlines.
Demonstrated/documented exceptional customer service skills and professional demeanor are critical to success in this position.
Demonstrated positive attitude and motivated to assist and support faculty and staff in the education and health fields.
Preferred Qualifications (Selection Criteria):
Demonstrated experience managing and manipulating spread sheets including mail merges/data entry, ability to handle confidential material, event planning and project management
Experience supporting graduate or undergraduate student programs
Experience scheduling meetings and small events and taking minutes in meetings
Experience in health science or Dental field; supporting dentists or dental hygienists
Demonstrated ability to accurately complete time-sensitive work with high attention to detail
Demonstrated ability to maintain established work standards and procedures, as well as adapt easily to procedural changes
Demonstrated ability to work independently
?Trained in the UMN EFS system for purchasing, travel and expense reimbursement desired
?The duties will require some light to moderate lifting as well as walking and standing for long periods of time and an early evening may be needed occasionally for meeting attendance
Internal Number: 325901
About University of Minnesota, Twin Cities
The University of Minnesota, founded in the belief that all people are enriched by understanding, is dedicated to the advancement of learning and the search for truth; to the sharing of this knowledge through education for a diverse community; and to the application of this knowledge to benefit the people of the state, the nation, and the world.