Administrative Operations Partner for Academic Pediatrics

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

Job summary

University of Minnesota in Twin Cities seeks an Administrative Associate to provide executive-level support across Pediatrics divisions, handling complex operations, calendars, and compliance within a centralized framework.

The role emphasizes autonomy, confidentiality, and cross-divisional collaboration, coordinating faculty processes, CME activities, and financial operations while maintaining efficient office workflows and strong communication with leadership.

Qualifications

• BA/BS or combination of related education and work experience to equal at least four years.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace (Mail, Calendar, Drive, Docs, Sheets).
• 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 meet deadlines.
• Ability to maintain a consistent schedule, both in-person and remote.

Responsibilities

• Provides high-level administrative and operational support to assigned Division Directors.
• Leads the development and implementation of administrative procedures and workflows to enhance operational efficiency across divisions.
• Oversees comprehensive faculty calendaring, meeting coordination, and recruitment scheduling for prospective faculty candidates.
• Coordinates Promotion and Tenure (P&T) and SciENcv documentation processes, ensuring biosketches, CVs, and promotion packets adhere to standards.
• Manages the end-to-end Annual Faculty Review process for division faculty, scheduling and tracking materials.
• Conducts regular 1:1 meetings with leadership to align divisional priorities and delegate tasks.
• Manages confidential governance, credentialing, reappointment, and compliance matters.
• Schedules and coordinates divisional Grand Rounds in in-person and hybrid/Zoom environments.
• Oversees CME/RSS requirements and annual accreditation reapplication, disclosures and documentation.
• Coordinates the Clinical Observer Program for undergrad students and manages onboarding/compliance.
• Manages educational program workflows for medical students, residents, and observer trainees.

Skills

MS Office Suite

Google Workspace

Confidential data handling

Written and verbal communication

Time management

Organizational skills

Remote work ability

Education

BA/BS or equivalent

Job description

University of Minnesota in Twin Cities seeks an Administrative Associate to provide executive-level support across Pediatrics divisions, handling complex operations, calendars, and compliance within a centralized framework.

The role emphasizes autonomy, confidentiality, and cross-divisional collaboration, coordinating faculty processes, CME activities, and financial operations while maintaining efficient office workflows and strong communication with leadership.