Executive Office and Admin Specialist
Description
Job Code and Title (1885) Executive Ofc and Admin Spec
Position Title Executive Office and Admin Specialist
Job Code 1885
Requisition Number 166141
Position Category Staff – Secretarial/Clerical
Appointment Term A = 12 month
Appointment Type Continuing (1)
Work Hours To Be Determined
Work Days Monday – Friday
Total Hours or % Appointment 100%
Full/Part-time Full-Time
Starting Hourly Rate
Department Name Pediatrics (643A)
College or Admin Unit Medical School
Campus Location Twin Cities
Job Open Date 05-07-2010
Job Close Date Open Until Filled
Internal Promotional Consideration 05-14-2010
Required/Preferred Qualifications *This position is represented by a bargaining unit AFSCME Clerical. Dues or fair share deductions will be made.
REQUIRED QUALIFICATIONS (MUST be mentioned on application/resume):
High School Diploma/GED and four years of related office administrative experience. Experience to include grant preparation and knowledge of federal, business and state regulations governing research; Experience using EGMS, Word, Excel, Adobe Professional, Survey Monkey, Access, and PowerPoint; Demonstrated experience planning, organizing, and directing projects; Demonstrated experience working in a team environment.
Preferred Qualifications:
Experience in research processes at the University of Minnesota; Experience with Photoshop; Knowledge of University of Minnesota policies governing sponsored projects; Experience with EFS and eRA commons; Knowledge of University of Minnesota policies and procedures; Demonstrated experience working proactively and coordinating multiple tasks simultaneously; Demonstrated experience utilizing problem-solving skills, critical thinking, decision-making, and communication skills to provide excellent customer service.
Duties/Responsibilities (50%) – Neonatology Office Administration Job Description:
20% – Faculty Assistance:
-Create, maintain, & update various PowerPoint presentations for education/clinical activities
-Use Adobe Acrobat, Excel, Photoshop, Word & Outlook software to prepare academic & clinical materials, spreadsheets, presentations & correspondence.
-Manuscripts: Proofread, edit, & submit publications; assist with formatting figures, tables and graphs
-Travel: Make travel arrangements for faculty members, register for conferences, etc.
-Assist with the Annual Faculty Meeting: Prepare documents, arrange catering, prepare the PowerPoint presentation
-Dictation: Create letters, presentations, medical school documents, etc.
-Completion of miscellaneous documentation for the Department of Pediatrics.
15% – Financial:
Manage and Reconcile Division Purchasing:
-Responsible for Division Purchasing Card (including lab supplies for faculty research labs), month end reconciliations through EFS, managing charge disputes when necessary
-Purchasing office supplies through U Stores (EFS)
General Accounting:
-Maintain & track divisional budget & expenses through spreadsheet in Excel (Faculty 3K, BEA),
-Submit cash receipts & payment requests
-Create Requisitions, Purchase Orders & Vendor set-up in EFS
-Process & submit Employee Reimbursements in EFS
15% – Office Management:
-Compile & distribute provider schedules (attending, clinical, call, etc)
-Compile office inventory lists
-Distribute monthly division newsletter
-Answer phones, send faxes, distribute faxes
-Liaison with Facilities Management, AHC-IS, NTS, office equipment vendors, & others
-Electronic correspondence with Medical School staff, vendors, applicants, faculty, Fairview and UMP personnel, & other parties
-Update the Division website using UMContent
(50%) – Pediatrics Grants Office Job Description:
25% – Grant prep:
-Assist in the preparation, submission, transfer, & administration of grants including budget & subcontract development, competitive and noncompetitive renewal submissions, Proposal Routing Forms & other research process management issues.
-Act as a research process liaison for principal investigators to both internal research related entities (including the Department, College, Sponsored Projects Administration, Research Animal Resources, IRB and the RSO) & external research collaborators (Fairview, federal and non-federal sponsors, & national research organizations) as necessary.
-Work with departmental accountants to assure smooth transition from pre-award to post-award & continued communication throughout the lifetime of the grant.
-JIT information and other pre-award requests from the agency before award set-up.
10% – Tool Development:
-Develop, implement & maintain systems to help support & coordinate grants management, including maintaining information regarding Other Support for faculty.
-Maintain calendar of submission dates for funding opportunities with a list of PIs planning to submit on those dates.
https://employment.umn.edu/applicants/jsp/shared/position/JobDetails.jsp?time=1274862260159
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