Administrative Lead, Org Ops & Faculty Programs (Hybrid)

University of Minnesota; Saint Paul (MN); Hybrid; USD 60,000 - 72,000; Full time

Job summary

The University of Minnesota is seeking an Administrative Associate to provide executive-level support to Division Directors within the Department of Pediatrics, coordinating operations across Cardiology, Pulmonary, and related pediatric specialty teams.

This role requires autonomy and discretion, overseeing faculty recruitment, annual reviews, CME filings, Grand Rounds, budget and purchasing, web updates, and general office management, with both in-person and hybrid work possible.

Qualifications

• BA/BS or combination of education and work experience equal to at least four years.
• Proficiency in Microsoft Office Suite and Google Workspace.
• Demonstrated success handling sensitive and confidential administrative, financial, or personnel data with discretion and integrity.
• Effective written and verbal communication skills, including experience drafting routine correspondence and proofreading documents.
• Ability to manage recurring operational tasks accurately, follow established procedures, and seek guidance on complex issues when needed.
• Strong organizational and time-management skills to prioritize daily responsibilities and consistently meet deadlines.
• Ability to maintain a consistent schedule, both in-person and remote.

Responsibilities

• Division Leadership, Faculty Support, & Review Processes: Provide high-level administrative support to Division Directors and oversee governance, credentialing, and annual faculty reviews.
• Educational Programs, Grand Rounds, & Clinical Observers: Schedule Grand Rounds, manage CME compliance, and coordinate educational programs for students and trainees.
• Financial Operations, Purchasing, & Asset Tracking: Lead administrative finance tasks, contracts, vendor agreements, and asset inventory.
• Web & Communications: Maintain divisional website content and faculty listings.
• Shared Office Management & Operations: Perform general administrative duties, manage office procedures, and coordinate facility/work orders.
• Committee Representation & Administrative Service: Lead the MOC committee logistics, documentation, and communications.

Skills

MS Office Suite

Google Workspace

Written and verbal communication

Discretion with confidential data

Time management

Remote work capability

Education

BA/BS or equivalent experience

Tools

Epic

Qgenda

Chrome River

Enterprise Financial Systems (EFS)

Job description

The University of Minnesota is seeking an Administrative Associate to provide executive-level support to Division Directors within the Department of Pediatrics, coordinating operations across Cardiology, Pulmonary, and related pediatric specialty teams.

This role requires autonomy and discretion, overseeing faculty recruitment, annual reviews, CME filings, Grand Rounds, budget and purchasing, web updates, and general office management, with both in-person and hybrid work possible.