Administrative Associate 2 - Cardiovascular

University of Minnesota; Minneapolis (MN); On-site; USD 35,817 - 48,216; Part time

Job summary

The University of Minnesota invites applications for a part-time Conference Project Administrator to oversee the end-to-end planning lifecycle for the Cardiology Critical Care Education Summit. The role acts as the senior administrative contributor on the planning committee, guiding junior staff and volunteers with discretion and innovative problem solving.

Responsibilities include contract procurement, budget oversight, digital operations, and onsite event coordination for a multi-day

Qualifications

• BA/BS degree with 2+ years experience or equivalent (6 years total).
• Senior contributor or technical guide experience.
• Advanced proficiency in MS Office and Google Workspace.
• Excellent written and verbal communication skills.
• Ability to work independently and solve complex operational problems.
• Experience leading teams of three or more.

Responsibilities

• Manage end-to-end conference operations including procurement and venue management.
• Oversee budget, sponsorships, grants, and vendor relations.
• Lead digital intake systems, communications, and website updates.
• Coordinate onsite event execution with AV/hybrid components.
• Plan regional/national program delivery at meetings such as AHA/ACC.

Skills

Leadership

Communication

Problem solving

Independent work

Stakeholder management

Education

BA/BS degree

Tools

Microsoft Office

Google Workspace

Job description

Position Overview

The Cardiology Critical Care Education Summit requires a Conference Project Administrator who manages and oversees the end-to-end operational, financial, and administrative planning lifecycle for a multi-day annual conference. Operating as the senior-most administrative contributor on the planning committee, the ideal candidate will provide technical and operational guidance to junior and volunteer staff while working with a high degree of independence, discretion, and creative problem-solving. This role requires a strategic thinker who can seamlessly transition from high-level contract negotiation to hands‑on digital troubleshooting and onsite event execution.

Note on Workflow: This is a part‑time position (~16 hours/week) structured around a highly cyclical project timeline. Hours may be balanced dynamically across the year to accommodate peak operational periods (such as contract finalizations in July, application launches in November, and onsite execution in June). During the onsite execution timeframe, hours will be extended to include early‑morning setup and daytime and evening event coverage for the duration of the event.

Key Responsibilities

• Contract Procurement & Venue Management (25%) – Oversees the selection, booking, and confirmation of all conference and hotel venues in accordance with the University of Minnesota’s Purchasing Goods and Services Policy. Leads the contract procurement process, ensures compliance by routing all agreements through the Office of General Counsel, manages vendor onboarding, and monitors vendor constraints such as avoiding unfavorable payment terms. Manages speaker compliance with CME requirements and provides post‑conference attendance lists and related CME information.
• Sponsorship, Financial Administration, & Grants (25%) – Manages an event budget of $250 K+ along with in‑kind sponsorships totaling $3 M+. Develops exhibitor agreements, sponsorship options, and leads strategic meetings with leadership to maximize partner engagement. Acts as the primary liaison for all external communications, secures and processes sponsorship agreements, finalizes space plans, oversees grant budget adjustments, and independently prepares and submits grant applications within strict 60‑day pre‑conference deadlines. Manages speaker honorariums and attendee reimbursements.
• Digital Operations & Communications (25%) – Manages development, updating, and launch of all digital intake infrastructure, including attendee applications, faculty/facilitator forms, volunteer forms, and sponsor submissions. Creates correspondence, digital platforms, and promotional/printed collateral for the conference. Updates the public‑facing website with program agendas, bios, and other content. Serves as the primary point of contact for high‑volume inquiries and manages the distribution of hotel confirmations, sponsor display details, and the printed event directory.
• In‑person Event Execution & Technology Coordination (12.5%) – Leads comprehensive onsite operational support throughout the entire three‑day live conference, including live coordination of sponsors and exhibitors, technical troubleshooting (e.g., live Zoom issues), and contracting with A/V specialists for seamless hybrid or virtual components.
• National Program Expansion and Coordination (12.5%) – Independently manages coordination and logistics for delivering programmatic content at regional and/or national meetings such as AHA and ACC, and provides onsite operational support for those events.

Qualifications

Required Qualifications:

• BA/BS degree with at least 2 years of experience, or a combination of related education and work experience to equal 6 years.
• Proven experience acting as a senior‑most individual contributor or technical guide for junior team members.
• Advanced proficiency in Microsoft Office and/or Google Workspace applications.
• Excellent written and verbal communication skills.
• Demonstrated ability to work independently and solve complex operational problems using technical knowledge and creative problem‑solving.
• Proven track record of performing professional responsibilities with high discretion, integrity, and confidentiality.
• Experience leading and/or supervising teams of three or more individuals (if acting in a supervisory capacity).

Preferred Qualifications:

• Experience in healthcare and/or higher education setting.
• Knowledge and/or experience with University of Minnesota policies, systems, and procedures.
• Demonstrated ability to work across varying levels of an organization.
• Experience leading and/or supervising students or professional staff members.

Pay and Benefits

Pay Range: $26.00‑$35.00/hour; depending on education/qualifications/experience.

This is a part‑time position, 40% FTE and may require an onsite presence as well as weekend hours due to event dates.

Retirement plan options are available for Civil Service, Faculty, Labor‑Represented, Professional & Administrative, and Temp Casual classifications.

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 [e-mail] 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.