Job ID359441 LocationTwin Cities Job FamilyAdministration-General Full/Part TimeFull-Time Regular/TemporaryRegular Job Code8208A2 Employee ClassCivil Service About the Job Position Description: This position will work as an administrator supporting the operational excellence of Center for Learning Health System Sciences (CLHSS) and the Division of Computational Health Sciences (CHS) in the Department of Surgery by providing effective administrative, engagement services and proactively identifying varied problems with recommendations for resolution. The Administration & Engagement Coordinator (AEC) will report to the Strategic Initiatives & Partnerships Director, CLHSS. The primary responsibilities of this role include executive leader support, managing day-to-day operations in partnership with department staff, and planning and execution of engagement activities, such as conferences, workshops, and seminars. The AEC time will be split approximately 2/3 with CLHSS and 1/3 with CHS. This position receives limited guidance and requires the ability to be agile with changing priorities and work well in ambiguity, as well as independently and as part of a team. The successful candidate will have strong organization and communication (written and oral) skills and be detail-oriented in the context of the bigger picture to maintain productive operations of the organizations and leaders. This position will operate in a hybrid environment (in-person and remote). Duties/Responsibilities: 35%: Leadership and Faculty Administrative Support Support the CLHSS Director and CHS Chief and faculty with administrative services such as: Complex schedule coordination Manage CV update processes, especially publications and compliance with NIH Public Access policy Handle leadership approval/signature process and routing of research-related documentation Assist in travel arrangements and reimbursement process Other administrative support as assigned 35%: Organizational Administration Develop and oversee administrative and operational workflow for assigned projects including coordination of collaborators to ensure timely progress Plan and execute logistical needs for cross-functional meetings ranging from lab to executive-level, including: Agenda development, minutes composition and distribution Logistics coordination (catering, technology support, preparing correspondence, meeting materials, as needed) Assist in recruitment process and logistics of hiring and onboarding of new faculty, staff and trainees Manage onsite office space and equipment Purchase general business materials, software and supplies for faculty and staff in compliance with UMN purchasing policy and best practices For CHS only: Coordinate grant post-award management including institutional and sponsor reporting requirements and financials with assigned Department of Surgery (DoS) finance support Work with the faculty and in collaboration with other communications professionals (DoS Communications, CLHSS Comm. Assoc.) to develop content and maintain CHS website Maintain an archive of published manuscripts, grant proposals and awards including faculty biosketches and related materials Manage ongoing maintenance and infrastructure of organization information and documents Other tasks as assigned 30%: Engagement Coordination Develop content and manage the planning and implementation of seminars, workshops, and conferences hosted by CLHSS and CHS with attendance ranging from several dozen to several hundred. Partner with the Medical School, School of Public Health, other University departments and colleges, and external organizations to expand the center's reach and influence. Collaborate with interdisciplinary partners, other colleges, outside vendors, national and international research professionals, and funding agencies, with the authority to ask and answer significant questions and establish resolutions to any pending or imminent issues. Work Arrangements: This position follows UMN ork. With Flexibility guidelines. Currently, the position will be mostly working from home. There will be occasional needs to be on campus to support live, in person events and over time there may be a need to set a regular schedule for a few days on campus each week. Work hours should follow a regular schedule generally between 7am-5pm, M-F. Salary range: $60-70K/year Qualifications Required Qualifications: BA/BS with at least 2 years of experience in supporting the operations of a program, small department, or executive-level leader; or a combination of related education and work experience to equal six years Experience scheduling, planning, and implementing complex events and meetings Experience working on a multi-disciplinary team with direct or indirect staff reports or staff coordination to reach team goals and objectives Professional and effective written and oral communication skills Google Workspace proficiency Preferred Qualifications: Demonstrated experience proactively identifying potential issues or opportunities Experience supporting an executive-level leader Proven ability to manage multiple, varied tasks and projects with changing priorities, while tracking details in the context of the larger objectives Demonstrated ability to work independently and as part of a team Experience with academic, clinical, and/or translational research teams Project coordination experience Experience supporting the development of manuscripts and/or presentations Experience working on federally funded projects Proficient user of Zoom webinar/meeting Previous University of Minnesota experience About the Department The Center for Learning Health System Sciences is a one-of-a-kind partnership between the Medical School and School of Public Health with a goal to decrease the time it takes for science to make it from the lab to the clinic in pursuit of better health outcomes for the patients we serve. Learn more about the center by visiting: med.umn.edu/clhss The division of Computational Health Sciences in the Department of Surgery focuses on development of novel data science methods to analyze biomedical big data for advancing health care. Learn more: med.umn.edu/surgery/divisions/computational-health-sciences Benefits Working at the University At the University of Minnesota, you'll find a flexible work environment and supportive colleagues who are interested in lifelong learning. We prioritize work-life balance, allowing you to invest in the future of your career and in your life outside of work. The University also 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 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) Financial counseling... For full info follow application link. 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.