Administrative Associate 2

This position provides administrative management to the Division of Nephrology in the Division of Pediatrics, as well as responsible for several large scope projects within the Division of Endocrinology.

This position has a high degree of discretion and independence, and is responsible for developing and maintaining strong and effective relationships and communication among leadership, medical directors, faculty, visiting scholars, fellows, student workers, staff, students, and others.

Responsibilities:
Student & Scholar Coordinator/Course Administration (30%)

• Course Administrator for Medical Students and Residents in the Pediatric Endocrinology Division. This will require creating schedules using clinic rotations and QGenda for all medical students, residents, shadowing requests, and Smiley's residents. The incumbent will oversee correspondence with all to provide first-day instructions, logins, clinic schedules, and all resources needed for their rotation. The incumbent will also be responsible for placing all clinic dates and times for all students on each provider's calendars.
  • As the course administrator, the incumbent will work to improve workflow and communication in this area. New processes for students and residents will include a one-on-one meeting with each student to determine their specific interests, allowing for customized scheduling that can include clinics directly related to their topics of interest. The incumbent will implement direct planning and communication with the lead faculty team for students, fostering a closer relationship and understanding between faculty and students, providing a more personal experience. These changes will also have a great potential impact on the medical school by both increasing the chances for students desiring clinic courses and likely improving pediatric specialty graduation rates.
• Coordinator for Shadowing/Visiting student requests for both Peds Endo and Peds Neph Divisions. This will involve providing required forms, obtaining proof of required vaccinations and HIPAA training, obtaining x500 if needed, badge access, and scheduling them in clinics with providers.
  • These opportunities will be invaluable to the medical school, as they will include not only UMN students but national medical students as well. The incumbent will implement an organized, professional process for interested students, overseeing the many steps and requirements they will need to join in the clinic. By improving this process, the incumbent will contribute to greater UMN visibility and positive experiences for visiting students.
• Coordinator for J-1 Visa Scholars from abroad for both Peds Endo and Peds Neph Divisions. This will include NERS applications, passport verification, questionnaire forms for faculty and potential J-1 scholars, invitation letters, and coordination with VISA specialists and ISSS. If accepted and granted a VISA, this position will be responsible for all HR categories, including but not limited to obtaining x500, computer and building access, Epic access, onboarding, training, badges, parking, and more.
  • This role will require independent decision-making and navigating complex challenges. Much of this process will be unchartered territory for both divisions, and the incumbent will be tasked with researching and navigating the process. Overseeing scholars from various countries will require organization, research, tracking, follow-up, and troubleshooting. The incumbent will need to address issues such as travel date changes, reworking documentation and signatures, banking statements, and letters of financial support, denied VISAs, categorizing J-1 scholars from an internal standpoint, and ensuring their ability to obtain building access, patient contact, transit passes, and more.

Management and Database Reporting (30%)

• Develop and maintain administrative systems such as databases, electronic filing, web-based documentation, as well as paper filing systems for the division.
  • The incumbent will work to define best practices for storing, saving, and securing data for the division. This will streamline various forms and locations of data, reducing confusion and redundancy. The incumbent will also aim to implement systems such as Google Drive with appropriate permissions and security settings, collaborating with faculty to enhance efficiency and accuracy.
• Responsible for scheduling and tracking monthly biopsies for faculty with patient info, specimen IDs, and scheduling details for Peds Neph to be used for annual record requirements and rankings with the USNWR reporting, as well as for the monthly Pathology Conference to discuss patients and biopsy results.
  • This data will be used for reporting to USNWR, which determines Pediatric Rankings across the country. Reports derived from this data will also track biopsy findings and transplant vs non-transplant patients.
  • The incumbent will be responsible for gathering patient information for biopsies performed the previous month. Faculty will determine which patients to discuss at each Pathology Conference. The incumbent will oversee scheduling for the conference, itinerary, patient data, and Zoom hosting. Faculty, Emeritus Professors, Fellows, and current scholars/students will be invited to join and discuss biopsy results, research comparisons, and potential treatment and care plans.
• Input & upkeep of consenting study patients through the IROC database (Improving Renal Outcomes Collaborative) and Epic for the Nephrology Division.
  • This initiative for the Peds Neph Division will allow the incumbent to partner with over 40 pediatric centers in the US, pediatric kidney transplant patients, and their caregivers to improve health outcomes by sharing data and research.
• Oversee the Peds Endo database and entry, using Redcap and Epic, for all pediatric diabetic patients for annual reporting to US News & World Report.
  • This data and the reports generated will be used for reporting to USNWR, which determines Pediatric Rankings across the country.

Faculty/Division Support (20%)

• Oversee the daily operation of the Pediatric Nephrology Division.
  • This will include independent decision-making, scheduling modifications, discretion, and triaging situations as they arise.
• Manage multiple complex calendars and scheduling needs for faculty, balancing competing priorities to ensure time is used strategically and efficiently. The incumbent will be responsible for scheduling executive-level meetings across multiple time zones.
• Review and process financial transactions, purchasing, and reimbursements for Pediatric Nephrology Division faculty. The incumbent will reconcile expense reimbursements, purchasing card statements, and contracts to ensure full compliance with university policy.
  • This will include travel and BEA reimbursements for faculty, requiring the incumbent to learn and implement new UMN guidelines via Forma.
• Manage and update CVs for 6 faculty members in the Division and assist with licensing, training, and other compliance/credentialing-related requirements. This will include medical license renewals, DEA licensing, and membership renewals.
• Responsible for office supply and breakroom supply inventory, upkeep, and purchasing for the division.

Human Resources/Supervision (15%)

• Responsible for job postings, interviews, selection, and hiring of student employees for the division.
• Assist with recruitment, itineraries, and scheduling for faculty candidates for the division.
• Oversee faculty onboarding & offboarding for new hires and faculty in the division.
  • The incumbent will refine and organize these responsibilities to streamline the process for both the faculty and candidates. Processes and templates will be developed to save time and provide clear, concise information, requirements, and a point of contact to simplify the process.
• Supervise, assign work, approve timecards, provide training, schedule, and direct student employees.
• Manage the mid-year and annual faculty performance review process, scheduling, and document updating.

Facilities/IT Support (5%)

• Oversee the division's physical facilities and building services needs and issues. The incumbent will be responsible for submitting building/repair work requests for the division.
• Manage all computer, phone, and pager requests and issues for all faculty within the division.
• Manage all new user requests, changes, access, and training requests for new hires and faculty. This will include building and clinic access, parking contracts, software permissions, equipment purchasing, reimaging, and more.

All required qualifications must be documented on application materials

Required Qualifications:

• BA/BS with at least 2 years of experience or a combination of related education and work experience to equal six years
• Proficiency in Microsoft Office Suite, including Word, Excel and PowerPoint
• Proficiency in Google applications, including mail, calendar and drive
• Experience scheduling and managing complex calendars for multiple professionals and arranging meetings
• Demonstrated ability to respond to inquiries professionally, accurately and timely
• Experience working with confidential data (health records, financial data, etc).
• Excellent verbal and written communications skills to include proofreading, spelling, and grammar
• Demonstrated ability to independently solve problems and answer questions from students, staff and faculty. Refer to the director and other offices as needed.
• Ability to work at a computer for long periods of time.

Preferred Qualifications:

• Experience in higher education, research or healthcare setting
• Demonstrated ability to work with and adapt to new technologies and processes without significant direction
• Experience working independently in a fast-paced environment with competing deadlines
• Prior University of Minnesota work experience with knowledge of the Medical School and University policies and procedures
• Familiarity with M Health policies and procedures
• Experience with systems such as Enterprise Financial Systems (EFS), PeopleSoft, Chrome River
• Ideal characteristics include the ability to build relationships with a variety of personalities and professionals as well as work within multiple settings remaining proactive, adaptable, resourceful and efficient

Pay Range: $68,536 - $79,102/year; 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:

• 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.

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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.
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