IEM Administrative Associate

About the Position

The IEM Office Administrative Assistant reports to the IEM Office Manager and is responsible for providing administrative support to IEM leadership and staff. The Institute for Engineering in Medicine is an umbrella organization that administers support for the Institute for Engineering in Medicine, the Earl E. Bakken Medical Devices Center, the Center for Neuroengineering, Visible Heart Laboratories, and the ATP-Bio ERC. This position is hybrid, with onsite work at the IEM office at least 2 days per week.

Job Responsibilities:

45%: Financial Support

• Maintain current knowledge of relevant institutional policies, practices, and processes regarding staff and faculty
• Follow procedures for financial processes such as blanket POs, requisitions, and budget
• Help track technology inventory and order technology such as phones, tablets, computers, and display devices
• Process invoices, purchase orders, and reconciliation of purchasing card transactions via purchasing app and University financial system
• Enter employee reimbursement requests in the University financial system.
• Assist others with purchasing via PCard and purchase orders

35%: Administrative Support

• Help to draft responses to correspondence
• Provide non-routine and routine correspondence to Institute for Engineering in Medicine (IEM)
• Oversee inventory of supplies for internal programs
• Assist with office equipment management
• Manage meeting calendar for IEM Administrative Director
• Maintain conference room calendars
• Support IEM activities as needed, including but not limited to Clinical Immersion Program

20%: Project and Event Support

• Provide project support for IEM as needed
• Support departmental strategies and work with others to achieve departmental goals and objectives
• Provide administrative support and prioritize to ensure quality and quantity of work completion
• Administer registration process for Innovation Week and other relevant IEM-related events
• Assist with Innovation Week events
• Assist with computer inventory program

All required qualifications must be included in the application materials

Required Qualifications

• Experience in higher education or complex organization
• High School Diploma/GED and four years of related office experience, or a combination of related education and work experience to equal four years
• Computer experience with word-processing, spreadsheets, data entry, and manipulating data on inter-relational databases; proficient in Google Suite
• Experience with event planning
• Experience with office equipment maintenance
• Experience with scheduling for others or groups
• Ability to work independently and prioritize one's own work
• Able to effectively communicate both orally and in written communication
• Problem solving skills
• Demonstrated ability to function as part of a team and also be able to work independently

Preferred Qualifications

• Ability to work successfully as a team player
• Ability to organize and prioritize multiple tasks to meet deadlines
• DORS (Destiny One Registration System) experience
• EFS (Enterprise Financial System) experience with PCard (UMN Purchasing Card) and Chrome River reconciliation

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.

• 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 have the opportunity to complete an online application for the position and attach a 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).