Administrative Associate 3 - Department of Neuroscience

The Department of Neuroscience, part of the University of Minnesota's Medical School, is seeking a senior administrative associate (Admin Assoc 3) to join our team! This position partners with the Department Administrator, Department Head, and Associate Heads to support the daily and strategic operational and administrative functions for the Department of Neuroscience. The Administrative Associate 3 will work diligently to ensure improved efficiency and quality of service to departmental stakeholders including Medical School Dean's Office contacts, Office of Faculty Affairs, the Research and Innovation Office and central University academic offices. Incumbent is expected to implement best practices, researching the way similar units function and making sound operational decisions independently.

This position will allow for work with flexibility, but it will require the incumbent to work on-site each week.

Job Duties/Responsibilities

Research Operations (40%)
Manages the department's research operations: this may include some research work direction, implementing policies and procedures to strengthen the research in the department, standardizing training processes and managing compliance requirements, and working with individual lab managers to ensure continuity of practices across all groups.
This role will focus on research outreach - bringing awareness to the amazing research being done in the department and centers and recognizing publicly the awards and honors given to our faculty and staff.
Assist investigators with problem resolution, including staffing and procurement.
Review/develop research protocols, including responses to IACUC/IBC stipulations.
Oversee departmental submissions of manuscripts, reviews, and grants, ensuring compliance and supporting the continued growth in sponsored projects.
Manage the movement of labs, personnel and/or equipment as necessary.

Department Operations (35%)
Implement the goals and objectives of the Department by gathering resources, creating standards, policies, procedures and processes necessary to achieve these goals, and managing the implementation of these standards. This will require employing exceptional discretion, professionalism, independent action, and appropriate judgment.
Interpret complex and (at times) conflicting instructions from multiple University offices to facilitate a smooth and well-coordinated operation.
Anticipate/identify conflicts and recommend potential solutions to the Head and Associate Heads.
Manage the planning and timely dissemination of program communications to stakeholders.
Manage administrative affairs, overseeing staff in charge of travel, scheduling and reimbursements.

Project Management (15%)
Manage large interdisciplinary projects, grant submissions, and metrics surveys (data collection and analysis) to help expand the research footprint of the department, acting on behalf of the Department Head and Associate Heads.
Serve as liaison to various university departments, committees, and the community regarding requests for information and problem resolution.

Faculty Affairs (10%)
Assist Head and Associate Heads with guidance and direction relating to orientation, transition, and retention of faculty in higher education.
Plan for faculty recruitment needs, managing faculty searches and cost planning for staffing additions.
Manage annual performance review process of Neuroscience faculty.

All required qualifications must be documented on application materials

Required Qualifications:
BA/BS plus at least 4 years' experience or education plus experience to total 8 years.
Years of experience to include supporting executives in high-impact settings.
Experience providing administrative support to executive leaders in a complex environment, handling confidential and sensitive materials with discretion, and interacting professionally with a wide range of people (i.e., executive leaders, faculty, staff, students, and visitors).
Strong organizational and time management skills.
Excellent written and verbal communication skills.
Proficient in Microsoft Office Suite / Google Suite.
A positive attitude, confidence, and high level of self-motivation.
Ability to work independently/autonomously but also collaborate well with other teams.
Ability to handle multiple tasks simultaneously.
Ability to meet deadlines under pressure.
Ability to maintain confidentiality.

Preferred Qualifications
Advanced degree and/or experience in biological sciences or clinical sciences.
Editorial experience (editing and proofing documents and manuscripts).
Previous administrative experience at the University of Minnesota.
Familiarity with academic funding mechanisms (grants, tuition, gifts).
Strong problem analysis and decision-making skills, and the ability to:
Anticipate and proactively address the administrative needs of the executive team.

The Department of Neuroscience is committed to providing excellence in research, education, and public service. The Department of Neuroscience is part of the University of Minnesota's Medical School. The Medical School and related healthcare professional schools are grouped under the Academic Health Center.

The Mission of the Department of Neuroscience

1. Conduct outstanding neuroscience research.
2. Be an educational resource to the Medical School and the University by providing neuroscience education to undergraduate, medical, dental, graduate, and post-graduate students.
3. Provide leadership and be a focal point for the strengthening of neuroscience across the University by enhancing research, educational, and funding opportunities.
4. Intentionally improve inclusivity by valuing diverse perspectives and actively supporting historically marginalized researchers, students, and neuroscience community members.
5. Provide a bridge for the transfer of advances in basic neuroscience into clinical practice with the goal of improving the health of the people of Minnesota.
6. Enhance the understanding and appreciation of neuroscience by the people of Minnesota.

• 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).