Administrative Associate 1

University of Minnesota
life insurance, paid holidays
United States, Minnesota, Saint Paul
Jan 22, 2025
Apply for Job Job ID 366422 Location Twin Cities Job Family Administration-General Full/Part Time Full-Time Regular/Temporary Regular Job Code 8208A1 Employee Class Civil Service Add to Favorite Jobs Email this Job About the Job The Assistant to the Head of GCD & BioGen Operations Administrator is a pivotal role within the BioGen Center, which encompasses the Departments of Genetics, Cell Biology and Development (GCD) and Biochemistry, Molecular Biology, and Biophysics (BMBB). This role bridges high-level operational support, project management, and executive assistance across two departments, ensuring cohesive and efficient departmental operations. Unlike comparable positions typically supporting a single department, this role's dual-department responsibilities demand exceptional organizational acumen, strategic oversight, and the ability to adapt to the complex needs of a multi-departmental center. Responsibilities: 65% GCD Administration and Project Management Assistant to GCD Department Head: Manage Head's calendar, meeting preparation, documents, Department Head Dashboard website, strategic plan and priorities Faculty Engagement: Lead planning and execution for faculty seminars, partner with leadership to execute faculty searches, annual reviews, and promotion and tenure processes, ensuring adherence to both the college of Biological Science and Medical School, and University policies. Manage Faculty Meetings and documentation Committee Work: Collaborate with head and associate head to ensure committee memberships are documented, up-to-date and requisite meetings scheduled. Manage voting and other activities related to committee work GCD Annual Review: Manage faculty annual review process and ensure proper documentation in collaboration with departmental, Medical School, College of Biological Science, and University policy GCD Scheduling and Travel Coordination: Oversee/supervise the management of departmental meetings, seminars, and travel arrangements for faculty, visiting professors, and departmental activities DBC Symposium: in collaboration with the Director of the DBC, budget, plan, organize, implement, oversee, and attend annual symposium GCD Event Management: Direct logistics for key events, including departmental seminars, the annual DBC Symposium, and other high-profile functions Developmental Biology Center Event Coordinator: Partnering with Director of DBC to lead planning, logistics, and execution of Annual DBC Symposium. Manage DBC web content 20 % BioGen Administration BioGen Process Optimization: Analyze and improve administrative practices for faculty searches, annual reviews, and financial workflows across the Center Cross-Departmental Coordination: Serve as the on-site office lead for BMBB and ensure seamless front-office operations for the Center BioGen Financial Processing: Serve as a backup for reimbursement processing and purchasing, ensuring compliance with financial systems such as EFS/PeopleSoft and ChromeRiver Biogen Event Management: lead and manage departmental events, coordinating logistics, materials, and communications; i.e., All Staff Quarterly Meetings, and other Center-wide events BioGen Document and Data Organization: Maintain and organize Shared Google Drive for Center use; ensuring UMN owned data is properly maintained and stored according to University and other policy BioGen Process Improvement: Analyze historical data and current Center administration practices to identify trends, inefficiencies, and opportunities for enhancement. Develop and implement best practices that streamline operations, optimize resource utilization, and drive continuous improvement in administrative processes relating to Annual Review, Promotion and Tenure, faculty searches, and overall center administration Autonomy and Problem-Solving: Work independently to analyze challenges, propose solutions, and adapt to changing priorities with minimal supervision Backup: operate as backup staff for BMBB assistant to the Head and Undergraduate Coordinator 10% Undergraduate Program Support BioGen Program Coordination: Train and serve as backup for the Undergraduate Coordinator, supporting course scheduling, enrollment, classroom logistics, and instructor needs BioGen System Administration: Oversee management of CourseDog system, resolving issues and ensuring accurate data entry. 5% Other Duties as Assigned Cross-Functional Collaboration: Participate in initiatives across the BioGen Center and provide support as needed Qualifications All required qualifications must be included in the application materials Required Qualifications: BA/BS or a combination of related education and experience to equal 4 years Demonstrated proficiency in Google Suite, Microsoft Office, and video conferencing tools. Proven experience in event planning and financial processing Strong organizational, interpersonal, and problem-solving skills Proven ability to work independently and handle multiple concurrent projects. Preferred Qualifications: Experience with Canva, CourseDog, Adobe Creative Cloud, Drupal web content, and CRM tools Familiarity with University systems and policies, including undergraduate administration, promotion and tenure processes Previous experience supporting faculty searches in higher education Advanced skills in graphic design, communication, and web content management Strong customer service orientation and ability to collaborate effectively within a team Experience managing a heavy calendar for a busy executive/academic leader About the Department About the Department: Learn more about the Genetics, Cell Biology, and Development Department at the University of Minnesota. Pay and Benefits Pay Range: $43,867 - $78,042; depending on education/qualifications/experience Time Appointment: 75%-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: 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 How To Apply 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. Diversity 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 Employment Requirements 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. About the U of M 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).