Administrative Assistant

University of Minnesota; Saint Paul (MN); Hybrid; USD 44,000 - 47,000; Full time

Job summary

University of Minnesota seeks an Administrative Associate 2 to support the CIDRAP program leadership with executive and administrative tasks. The role liaises with senior management, project directors, staff, vendors, funders, and internal partners to ensure confidential, efficient operations.

The position covers program management, fiscal oversight, and research support activities, including contract administration, procurement, and communications.

Qualifications

• BA/BS in business administration, public health, communications or related field with at least 2 years of relevant experience, or 6 years total experience.
• Administrative experience in a professional setting with collaborative project management and leadership in administrative functions.
• Excellent interpersonal and communication skills with diverse audiences, including government officials, industry partners, and academics.

Responsibilities

• Foster ongoing communication with external partners and senior leadership to support program goals and operations.
• Provide administrative and operational support to ensure efficient program execution and stakeholder engagement.
• Draft, edit, and distribute communications and meeting materials for the CIDRAP program.
• Coordinate meetings, prepare agendas, track action items, and manage calendars.
• Oversee website content, office supplies, and inventory as needed.

Skills

Administrative experience

Project management

Communication

Team player

Problem solving

Interest in infectious diseases

Education

BA/BS in business administration, public health, communications

Tools

Microsoft Office Suite

Adobe Creative Suite

Canva

Web content management systems

Job description

About the Job

University of Minnesota

Job Title Administrative Associate 2

Job Code 8202AO

Posting Title CIDRAP Administrative Assistant

Location Minneapolis, MN (Mayo Building)

The CIDRAP Administrative Assistant supports the Center for Infectious Disease Research and Policy (CIDRAP) through programmatic and administrative duties to support program leadership. This position provides executive program and administrative support to the Director of the CIDRAP, the Executive Team, and other personnel as needed. The position liaises and works in collaboration with senior management, project directors and staff, application developers, external vendors, funders, external stakeholders, and additional internal stakeholders. The Administrative Assistant performs an extensive range of complex, confidential, and sensitive functions that facilitate successful completion of executive, administrative, and advisory responsibilities.

Duties and Essential Functions

1. Program Management (30%)
   • Foster ongoing communication and collaboration with external partners, stakeholders, senior leadership, and project staff to support program goals and operations.
   • Provide administrative and operational support to ensure efficient program execution and stakeholder engagement.
   • One of the main points of contact with external partners to negotiate and administer contracts and identify opportunities for improving business processes.
   • Draft, edit, and distribute a variety of communications, including emails, memos, reports, meeting summaries, and other program-related materials.
   • Coordinate meetings by preparing agendas, distributing materials, documenting action items, tracking follow‑up tasks, and managing calendars.
   • Manage, administer, maintain, edit, and add website content.
   • Order and maintain office supplies and coordinate inventory management as needed.
2. Fiscal Management & Purchasing (30%)
   • Reconcile multiple procurement card accounts; initiate travel authorizations, advance payments and contracts for professional services, receipt receipts for purchasing orders. Process purchase orders for databases, software, subscriptions, memberships & other appropriate resources.
   • Maintain current knowledge of University fiscal policy & practices and serve as a resource to keep staff informed.
   • Review invoices and statements for telecommunications, technology, and other University services to ensure accuracy and appropriate allocation of expenses.
3. Research Team Support (20%)
   • Monitor and identify funding opportunities, grant announcements, and Requests for Proposals (RFPs) aligned with the research portfolio.
   • Maintain and regularly update databases of funding opportunities, collaborators, strategic partners, and key stakeholder contacts.
   • Maintain a centralized calendar of grant deadlines and coordinate internal proposal timelines.
   • Provide proactive administrative and project coordination support to advance research funding, partnership development, and dissemination activities.
4. Liaison for Executive Team with Internal & External Partners (10%)
   • Establish effective communications and relationships with others, including university officials and employees, policymakers, executives, scientists, clients, news media, and other internal & external partners.
   • Serve as a liaison between the Executive Team and key University offices, including the Research and Innovation Office (RIO) and Central Human Resources.
   • Review, prioritize, and route incoming communications, manage unscheduled internal and external inquiries, research, compile and summarize background information, independently investigate issues, recommend possible solutions.
   • Assist in scheduling meeting with internal and external partners.
5. Other (10%)
   • Provide administrative support for the Osterholm Chair position.
   • Research, explore, and identify new funding opportunities for senior management consideration.
   • Assist in managing departmental email accounts.
   • Participate in special projects and initiatives that support departmental and organizational priorities.
   • Other duties as assigned by senior management.

Qualifications

Required Qualifications

• BA/BS in business administration, public health, communications, or a related field of study that would support effective management, planning and communication, with at least 2 years of relevant experience, or a combination of education and experience equal to 6 years.
• Administrative experience in a professional setting in which the candidate has excelled in collaborative project management and leadership in performing administrative functions.
• Excellent interpersonal and communication (written and verbal) skills with various audiences: public, private, and academic partners (i.e., government officials, industry/private individuals, and academics.
• Demonstrated team player with the ability to work independently as well.
• Demonstrated problem solver and self-starter.
• An interest in infectious diseases and related topics of major public health importance.
• Cultural sensitivity and competency.

Additional Preferred Qualifications

• Experience with preparing effective data and documents using Microsoft Office Suite software, Adobe Creative Suite applications (InDesign, Illustrator) and/or Canva.
• Experience with web content management systems.

About the Department

The mission of the Center for Infectious Disease Research and Policy (CIDRAP), which is part of the Research and Innovation Office (RIO), is to prevent illness and death from targeted infectious disease threats through research and the translation of scientific information into real‑world, practical applications, policies, and solutions. CIDRAP addresses a variety of international and national public health policy issues related to the prevention and control of infectious diseases through various projects, including vaccine-related issues; emerging infectious disease threats; development of R&D roadmaps for coronavirus, influenza, Ebola/Marburg, Nipah, Lassa, and Zika virus vaccines; antimicrobial resistance and stewardship; chronic wasting disease; and bioterrorism/pandemic/emergency preparedness. CIDRAP has a strong Web and communication presence through the CIDRAP website, CIDRAP daily newsletters, podcasts, and webinars. National and international experts alike turn to CIDRAP for the latest information on COVID-19, influenza, and other crucial emerging infectious diseases.

Pay and Benefits

Pay Range: $32.25/hr - $34.60/hr; depending on education/qualifications/experience

Time Appointment: 100% Time Appointment

Work Profile: This position is designated as Work Profile 2 - Regularly Remote: Time spent working remotely is consistently less than 50% time. Dedicated on campus work space to be provided.

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

While our salary ranges provide a framework, it is important to note that most of the time, the initial pay may not reach the maximum of the range. This approach ensures that compensation reflects the value and unique contributions of each candidate while maintaining equity within our organization. As part of our commitment to fair and equitable compensation, please be aware that the salary offered to incoming candidates will be based on their individual credentials and experience.

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 University of Minnesota

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 Forbes as a Best Employer for Company Culture (2026), Best Employer for Women (2023, 2025, 2026), and Best Employer by State (2022‑2026). In 2026, we also received Culture Excellence & Industry Awards recognition for employee appreciation and work‑life flexibility.