Administrative Associate 1 - Hematology, Oncology & Transplantation

Administrative Associate 1 - 8208A1

The Division of Hematology, Oncology and Transplantation is one of eleven divisions within the Department of Medicine, the largest department within the Medical School and University of Minnesota. This growing Division currently has more than 55 faculty, 35 administrative and research staff, and more than 20 fellows. The Division generates over $17 million in patient care revenue and has a strong history of research, in partnership with the Masonic Cancer Center. The Division's faculty members serve in leadership roles throughout the Medical School, Academic Health Sciences, Masonic Cancer Center, and affiliated health systems.

This position provides excellent administrative support to faculty physicians and one of the 4 Section Head Leaders within the Division of Hematology, Oncology, and Transplantation (HOT). The successful candidate will be reliable and able to work both autonomously and collaboratively with partners across the tripartite mission. The position requires a strong ability to prioritize work, outstanding communication skills, superior attention to deal and follow-through, and the ability to multitask.

Responsibilities include:

60% Operations
Manages complex calendars and schedules for multiple faculty; prioritizes requests; troubleshoots conflicts.
Manages communication and access to assigned leaders; triages emergent and significant issues by analyzing, prioritizing, escalating and resolving appropriately.
Composes, drafts, prepares, edits and proofreads documents, business correspondence, forms, candidate itineraries and spreadsheets; handles signature and routing of confidential, financial and research related documentation.
Manages and coordinates the purchase and inventory of Division technology plus software purchases and renewals for 50+ faculty in partnership with stakeholders (OGC, OIT, Accounting, Vendors and Leadership); review terms and conditions and advances the approvals on complex purchases.
Serves as the Section's purchasing, reimbursements, and financial transactions subject matter expert ensuring compliance with Department and University policies within established deadlines; processes purchasing card expenses and reconciliations; creates requisitions, SOWs, and professional service agreements; provides assistance with licensing, training and other compliance related requirements.
Handles signature and routing of confidential, financial, and research-related documentation.
Plans and coordinates Classical Hematology Section meetings, committee meetings, special conferences, seminars, forums and retreats; creates, generates and distributes meeting agendas and minutes.
Manages communication and access to assigned leaders. Triages emergent and significant issues by analyzing, prioritizing, escalating and resolving appropriately
Updates and edits faculty CVs in Works Tools and supports the Classical Hematology Section Head during the faculty annual review process; edits Biosketches and Bibliographies in myNCBI.

Manages work on multiple projects simultaneously with fixed deadlines and ability to re-prioritize tasks as needed to successfully meet all deadlines.
Composes/drafts and edits/proofreads documents, business correspondence, forms, surveys, spreadsheets, candidate itineraries, presentations, powerpoints
Initiate and coordinate meeting/conference registration, travel arrangements and forms, and process reimbursements
Edit/proofread, design, and format program materials and presentations
Initiates and coordinates meeting/conference registrations, travel arrangements and forms, and processes travel expenses.
Provides assistance with licensing, training and other compliance-related requirements.
Acts as a liaison for faculty with other departments and collaborators including partners from outside the University and external stakeholders.
Implement standards and procedures for operations of a complex, fast-paced administrative office.
Provides cross-coverage with the administrative support staff for other HOT faculty as needed during vacations, medical leaves, and employee transitions.

35% Program Administration
Coordinates and executes strategic event planning for monthly Classical Hematology Blood Club events; annual Watson Lecture; annual Summer Internship Research Program and other programs and projects as they arise.
Participates in program and administrative planning and oversees the execution of program or
project.
Develops communication and marketing plans to engage internal/external agencies, organizations and participants.
Gathers, compares, and analyzes data to make recommendations for future offerings of programs.
Creates flyers; welcome letters; presenter materials; invitations; calendar invites; schedule of events.
Creates and manages venue contracts; guests lists management; meeting itineraries; exhibitor agreements; invoices; reimbursements; honorariums; check requests and other financial documents.
Updates to website, internship application and other documentations.
Coordinates welcome events, poster presentation symposiums and program last-day events.

5% Course Administration
Coordination of MED 7528 Hematology Course with fellowship program, enrolled students and providers.
Updates syllabus in Canvas.
Coordinates with students and providers with rotation schedule and important documents.
Updates providers calendars to reflect student rotation schedule.
Assists with evaluation and grades; provide reminders to the course director.
Coordinate course registrations with the Med-Electives Department; update annual enrollment registration requirements.

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 skill to a recurring task or activity with emphasis typically on precision and timeliness of execution.
Demonstrated proficiency with Microsoft Office Suite applications (Word, Excel, PowerPoint) and QGenda clinical scheduling and days away processes
Project Management experience with ability to re-prioritize tasks as needed to successfully meet all deadlines.
Effective problem identification and problem solving skills.
Willingness to learn and grow professionally.
High level of independent initiative, proactivity and creativity.
This position will require onsite presence at least 1 day or more per week for training, connection and collaboration with division leadership, faculty, staff and learners.

Preferred Qualifications
Previous administrative experience at the University of Minnesota or a similar large, decentralized organization assisting and supporting senior leaders.
Proven ability to be anticipatory of faculty leader needs including data and information gathering, travel planning needs and scheduling issues.
Experience working in a higher education institution.
Experience in supporting the development of manuscripts and/or presentations, including editing for grammar, citations, illustrations, refining figures and tables, and clarity of thought.
Strong technical and project management skills.
Experience in the assessment and revision of operational workflows to ensure efficiency and effectiveness.
Demonstrated ability to work independently with a high level of accountability, follow-through and internal drive.

Pay Range: $43,867-$70,000; depending on education/qualifications/experience

Time Appointment: 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:

• 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

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).

About the U of M 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.