Administrative Coordinator - Student Affairs

About the Position:

The Administrative Coordinator provides day-to-day support to the student affairs unit and executive level support to the assistant dean of Student Affairs within Undergraduate Medical Education at the University of Minnesota Medical School. Support includes managing calendars, submitting reimbursements, serving as liaison (organize, manage, facilitate, lead) to standing committees and student groups, coordinating retreats, preparing annual reports and contributing to department projects. The position will interface with employees, students and faculty throughout UME and the larger Office of Medical Education.

Duties/Responsibilities

15%: Scheduling & Leadership Support

• Manages the calendar for assistant dean. Includes one on one as well as large group commitments. Involves interaction with staff, students, and other senior leaders.
• Facilitates scheduling meetings on behalf of the assistant dean; including, but not limited to, student academic planning; Student Affairs subcommittees, ad hoc committees, etc.
• Creates student letters on behalf of assistant dean
• Assists with travel reimbursement in Chrome River
• Assist assistant dean in managing confidential student files

40%: Committee Management and Meeting Oversight

• Serve as primary liaison and lead administrator to the Committee of Student Scholastic Standing (COSSS)
• Work with stakeholders to identify needs and prepare agendas
• Generate and distribute all COSSS student related communications, including Committee summons notifications, and decision letters
• Collect, prepare, distribute meeting materials
• Monitor membership and attendance
• Record decisions, take minutes, prepare transcripts, maintain files, track on-going topic
• Schedule virtual pre- and post-COSSS meetings, sub committee meetings, and other meetings as requested
• Manage video conferencing (Zoom)
• Update COSSS calendar regularly to align with meetings, assigning correct members to invites
• Update/maintain COSSS administrative processes/procedures documentation in shared drive
• Organizes annual COSSS banquet, assisting with contract process

40%: Program Management & Support

• Provides support to Gold Humanism Honor Society (GHHS), Alpha Omega Alpha (AOA), and various Twin City/Duluth student council organizations that includes monitoring new and incoming members, assisting with special purchase requests, reimbursements etc.
• Manages medical student travel reimbursement funds process
• Manages Class of '66 Endowment Fund, that includes communications with students, and managing purchase/reimbursement processes
• Organizes student locker assignments and manages annual distribution and cleanout
• Coordinates Student Affairs bi-annual retreats
• Facilitates venue and other contracts as needed throughout the year
• Works with the finance team on program office-related purchases (i.e. supplies, technology etc.)
• Manages Student Affairs email account and maintains shared drive integrity (i.e. updates process documentation, etc.)
• Oversees student affairs' student employee tasks/workload

5%: Back-up Support

• Provide backup support to Administrative Support Team as needed/requested

All required qualifications must be included in the application materials

Required Qualifications

• High school diploma/GED and five years related experience to include project management. Coursework in a related field may substitute for some years of experience
• Demonstrated experience handling a wide range of administrative and executive support related tasks with a commitment to professionalism and confidentiality
• Highly organized with attention to detail in a fast-paced, multi-tasking environment
• Demonstrated interpersonal skills and customer service experience
• Strong verbal and written communication skills
• Flexibility, ability to prioritize and juggle competing demands
• Experience managing complex electronic calendaring and scheduling complex meetings
• Strong user knowledge of Zoom and Google Suite, including: Gmail, Google Cal, Google Docs, and Google Sheets
• Experience in managing large standing committees
• Ability to work remotely, and to work on campus 2-3 days/week and as needed/requested with work hours that are 8:00am to 4:30pm, with occasional extended hours to accommodate for standing meetings

Preferred Qualifications

Demonstrated ability to:

• Establish and maintain collaborative working relationships with all internal and external stakeholders from diverse backgrounds at all levels of the organization.
• Be resourceful: Identifies errors and problem solves.
• Deal effectively with ambiguity and exercise a large amount of independent judgment and discretion on important matters.
• Work with financial documents such as purchase requests and reimbursements.

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.

Pay Range: $29.19 - $30.94; depending on education/qualifications/experience

Time Appointment: 100% Appointment

Work Location: Hybrid; 2-3 days in person

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:

• 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).