Executive Office & Admin Specialist - Department of Psychiatry
Classification & Title: 1885 - Exec Ofc & Admin Spec Working Title: N/A Percent Time: 100% Work Schedule/Hours: Monday - Friday, 8am - 4:30pm Term: A - 12 Month Type: Continuous College: Medical School Campus: Twin Cities West Bank
Salary Range: $15.70.to $26.41 USD / hour
Overview: This position provides high-level administrative support to the assigned faculty in the Department of Psychiatry. The Administrative Assistant acts as a liaison to other administrative staff, trainees and faculty. This individual will represent the Department of Psychiatry with their knowledge of the University and professionalism.
The Administrative Assistant assists and supports faculty, trainees and staff in the Department of Psychiatry in a wide arrange of activities. This position requires technical skills for preparation of complex materials as well as learning and understanding the University’s system. Examples include; preparation of travel itineraries, booking travel, coordinating potential faculty visits, financial document preparation as well as being able to identify areas that need to be addressed to keep the department functioning at an ideal pace.
Administrative Support for assigned faculty – 70% CV Updates
Format faculty CV’s to University of Minnesota Medical School format.
Faculty will provide information to be added to their CV’s on a regular basis, it is the responsibility of the Administrative Assistant to ensure this information is updated regularly.
Invited talks/Speaking engagements
Administrative Assistant is to keep all assigned faculty CV’s current and up-to-date within one week of receiving information from the faculty.
Out of Office Requests
Faculty will provide their assigned Administrative Assistant with all out of office requests.
Assigned Administrative Assistant will submit appropriate requests for out of office requests (JOT form) for submission to the clinic and to the MyU system.
Assist with calendaring and scheduling of meetings/events for assigned faculty.
Administrative Assistant must know where their assigned faculty is at all times, as well as know how to reach their faculty at any given time during their work-week.
Schedules and organizes meetings; researches various types of information to prepare for meetings, conferences, and events; prepares relevant materials; prepares minutes from complex discussions and/or meetings as requested by faculty and Administrative Manager.
Coordinates travel arrangements and travel itineraries.
Prepare/edit scientific and administrative presentations, as requested by faculty and Administrative Manager.
Maintain up to date knowledge and current software updates for preparation of complex documents, presentations and materials for publication (Microsoft Office, Adobe Acrobat, Photoshop, etc.).
General Office Administration -10%
Drafts and prepares research support letters for faculty.
Ensures that all departmental research personnel receive required security and laboratory safety training and that documentation is completed to insure compliance with University regulations in a research environment.
Manage employee keys and keycards for Department of Psychiatry as well as controlled access building, resolving any problems or issues with facilities.
Coordinate moves of labs or office personnel and equipment as necessary.
Schedule presentations and annual safety training as needed.
Complete copy projects as required.
Assist with preparation of PowerPoint presentations as requested.
Assist with faxing of documents as requested.
Order office supplies as requested.
Assist with edits to manuscripts.
Transcription of clinical notes.
Transcription of correspondence.
Submit work orders for faculty to Fairview.
Submit IT tickets for faculty.
Provides a strong professional presence to enhance the Department of Psychiatry.
Acts as a resource and/or liaison for the faculty, trainees and staff on aspects of the Department of Psychiatry administration and operations.
Independently manages and responds to routine electronic, verbal, telephone, and other written inquiries from faculty, trainees and staff within the Department of Psychiatry.
Proactively provides feedback and takes initiative with job duties.
Uses judgment and respects confidentiality in all matters.
Completes actions needing completion with minimal oversight and with independent decision-making abilities.
Financial Management – 10%
Reconciles faculty and staff P-Cards as required.
Assist with submission of ABE reimbursements for faculty.
Assign EFS Chart Strings to items as required.
Special Projects/Assignments as assigned – 10%
*This position is represented by a bargaining unit, AFSCME Clerical. Dues or fair share deductions will be made.*
*All required qualifications must be documented on application materials.*
High School Diploma or GED Equivalent and four years of related office experience Training/education may be substitued for some of the years of experience
Strong organizational skills, ability to multi-task efficiently
Excellent oral communication skills
Proofreading/editing proficiency, extreme attention to detail
Demonstrated ability to learn new programs/software quickly
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.