ADMN Assoc 1-Org Ops & Admin

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

Benefits offered by this job

Competitive wages

Paid holidays

Tuition assistance

Comprehensive benefits

Job summary

University of Minnesota in Minneapolis seeks an Administrative Associate to provide executive-level support to Division Directors within the Department of Pediatrics, covering Cardiology, Pulmonary, and related pediatric specialties. You will supervise complex operations including strategic planning, policy execution, and faculty management within a centralized framework.

You will coordinate grand rounds, CME tracking, observer programs, and educational workflows, while handling confidential

Qualifications

• BA/BS or combination of related education and work experience equal to at least four years.
• Proficiency in Microsoft Office Suite and Google Workspace.
• Demonstrated success handling sensitive administrative, financial, or personnel data with discretion.
• Effective written and verbal communication skills.
• Ability to manage recurring operational tasks and follow procedures.
• Strong organizational and time-management skills.
• Ability to maintain a consistent schedule, in-person and remote.

Responsibilities

• Provide high-level administrative and operational support to Division Directors.
• Develop and implement administrative procedures to improve efficiency.
• Coordinate faculty calendars, recruitment scheduling, and onboarding for candidates.
• Manage P&T and SciENcv documentation in line with standards.
• Oversee Annual Faculty Review process and summarize outcomes for leadership.
• Lead 1:1 meetings with leadership to align priorities.
• Handle governance, credentialing, reappointment, and compliance matters.

Skills

Administrative coordination

Policy execution

Calendar management

Recruitment scheduling

Confidential data handling

Written & verbal communication

Multitasking & prioritization

Remote work adaptability

Education

BA/BS degree

Tools

Epic

Qgenda

Chrome River

EFS

Job description

About The Job

This Administrative Associate provides key administrative partnership across multiple divisions within the Department of Pediatrics, including Cardiology, Pulmonary, and related Pediatric Specialty teams. Working as an integral member of shared divisional administrative teams, the role provides executive-level support to Division Directors and oversees complex operations including strategic planning, policy execution, finance, educational programming, faculty and trainee management, and committee leadership. This position demands a high degree of autonomy, discretion, and project ownership in driving divisional priorities within a collaborative centralized framework.

Division Leadership, Faculty Support, & Review Processes: 35%

• 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 faculty biosketches, CVs, and promotion packets adhere to university and federal standards.
• Manages the end-to-end Annual Faculty Review process (collection of materials, scheduling, tracking) for division faculty, analyzing and summarizing outcomes for leadership.
• Conducts regular 1:1 meetings with leadership to assess divisional priorities, delegate tasks, and ensure alignment with departmental goals.
• Manages highly sensitive and confidential governance, credentialing, reappointment, and compliance matters.

Educational Programs, Grand Rounds, & Clinical Observers: 25%

• Schedules and coordinates divisional Grand Rounds in both in-person and hybrid/Zoom environments, managing disclosures, pre/post-event communication, and technical execution.
• Oversees CME/RSS requirements for assigned division-sponsored educational activities, including annual CME accreditation reapplication, disclosure tracking, and compliance documentation.
• Coordinates the Clinical Observer Program for undergraduate students (excluding visiting scholars and residents), managing onboarding, compliance/clearance documentation, and schedule alignment.
• Manages educational program workflows for medical students, residents, and observer trainees at the divisional level, including creating trainee schedules, updating curricular sites, and obtaining badging/access.

Financial Operations, Purchasing, & Asset Tracking: 15%

• Serves as the administrative finance lead, managing purchasing, PCard reconciliation, EFS transactions, and expense reimbursements across divisions.
• Submits and tracks Office of the General Counsel (OGC) contracting requests and negotiates vendor agreements to ensure compliance with institutional policies.
• Manages computer and technology inventory tracking across divisions to ensure proper lifecycle management and asset control.
• Serves as the subject matter expert and point of contact for Business Expense Allowances (BEA) queries and reconciliation.

Web & Communications: 10%

• Maintains and updates divisional website content to reflect current faculty listings, programs, and resources.

Shared Office Management & Operations: 10%

• Executes general, shared in-office administrative duties as part of the core administrative team, including coverage, welcoming guests, managing incoming calls, daily mail/package distribution, triaging faxes, and other tasks as assigned.
• Develops and manages office operational procedures to ensure a responsive administrative environment, submitting facility work orders as needed.

Committee Representation & Administrative Service: 5%

• Serves as the dedicated Administrative Lead for the multi-departmental Maintenance of Certification (MOC) Committee, managing meeting logistics, documentation, compliance tracking, and member communications.

Qualifications

All required qualifications must be documented on application materials

Required Qualifications

• BA/BS or a combination of related education and work experience to equal at least four years; applies knowledge and skill to a recurring task or activity with emphasis typically on precision and timeliness of execution.
• 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 consistently meet deadlines.
• Ability to maintain a consistent schedule, both in-person and remote.

Preferred Qualifications

• Experience providing administrative support in higher education, an academic medical center, or a healthcare setting.
• Working knowledge of University of Minnesota or related clinical administrative systems, policies, and procedures (e.g., Enterprise Financial Systems/EFS, PCards, Epic, Qgenda, Chrome River).
• Familiarity with supporting faculty affairs processes, including annual reviews, CV/SciENcv updates, or promotion and tenure (P&T) document collection.
• Background assisting with event coordination, Grand Rounds logistics, Zoom/hybrid meetings, or CME accreditation tracking.
• Proficiency in basic website content updates, executive calendar management, and computer inventory tracking.

Pay And Benefits

Pay Range:

$60,000 - $72,000/year ; depending on education/qualifications/experience

Time Appointment:

100% Appointment (Hybrid)

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

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) 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.

The University of Minnesota Medical School

Committed to innovation and diversity, the Medical School educates physicians, scientists, and health professionals; generates knowledge and treatments; and cares for patients and communities with compassion and respect. We value excellence, inclusiveness, collaboration, and discovery.

The mission of the regional campus located in Duluth is to be a national leader in improving healthcare access and outcomes in rural Minnesota and American Indian/Alaska Native (AI/AN) communities. In partnership with CentraCare, the regional campus in St. Cloud offers a wide range of patient experiences throughout students’ education in Greater Minnesota and prepares them to become exceptional clinicians and leaders for rural and immigrant populations.

Founded in 1888, the University of Minnesota Medical School has three campuses. A four-year MD program and the MD/PhD program are located on the Twin Cities campus in addition to MD programs at regional campuses in Duluth and St. Cloud.