Operations Coordinator

Mayo Foundation for Medical Education and Research; Rochester (MN); Hybrid; USD 67,000 - 91,000; Full time

Benefits offered by this job

Medical options

Dental coverage

Vision plan

HSA/FSAs

Retirement plan

Job summary

Mayo Clinic in Rochester, MN is seeking an experienced Administrative/Project Support professional to coordinate requests, manage department workflows, and maintain documentation across multiple systems. You will develop relationships with internal teams and external partners, schedule meetings, prepare materials, and track milestones to ensure timely service delivery.

The role requires an associate degree with 5+ years of experience (7 years with high school) and the ability to navigate

Qualifications

• Associate degree in administrative, business, healthcare or related field with 5 years in an admin or project support role.
• With an associate degree, 7 years of experience may be considered.
• Preferred bachelor’s degree in business, administration, healthcare administration, or related field with 3 years of related experience.
• Demonstrate effective decision-making, judgment, confidentiality and attention to detail.
• Ability to collaborate with internal stakeholders and outside partners.

Responsibilities

• Coordinate and manage requests and integration into the department workflows.
• Organize and manage full inventory of requests for the department.
• Develop relationships with engagement team and key contacts to move requests efficiently.
• Prepare documents, presentations, and maintain various records and databases.
• Support meetings, projects, and track milestones; provide strong customer service.

Skills

Administrative support

Scheduling

Communication

Relationship management

Office software

Education

Associate degree (administrative/healthcare/business)

Bachelor’s degree preferred

Tools

MS Office

CRM software

Job description

Why Mayo Clinic

Mayo Clinic is top-ranked in more specialties than any other care provider according to U.S. News & World Report. As we work together to put the needs of the patient first, we are also dedicated to our employees, investing in competitive compensation and comprehensive benefit plans – to take care of you and your family, now and in the future. And with continuing education and advancement opportunities at every turn, you can build a long, successful career with Mayo Clinic.

Benefits Highlights

• Medical:Multiple plan options.
• Dental:Delta Dental or reimbursement account for flexible coverage.
• Vision:Affordable plan with national network.
• Pre-Tax Savings:HSA and FSAs for eligible expenses.
• Retirement: Competitive retirement package to secure your future.

Responsibilities

Responsible for the coordination and management of requests and integration of these requests into the business. Organizes and manages the full inventory of requests for the department. Develops and fosters relationships with the engagement team and key contacts within and outside of the department to facilitate efficient and effective movement of requests through the process. Facilitates connections and interactions as needed across department teams in order to meet customer needs. Applies expertise to perform a variety of operational support tasks, including scheduling, coordination, follow-up tasks for meetings, events, metrics, and communication; preparing documents and presentation materials; composing and/or transcribing correspondence/documents; supporting departmental projects/activities; creating and maintaining web sites, web pages, databases, spreadsheets, social media accounts. Exhibits initiative, proficiency, and adaptability to optimize the time of those supported. Strong organizational, communication, and interpersonal skills; a commitment to quality and excellence in service; confidentiality; and professionalism are important components of the role. Demonstrates proficient use of computer hardware and software, telecommunication, and other digital resources and ability to navigate multiple systems simultaneously. Is accountable for ensuring accuracy and completeness through attention to detail. Assists in communications and coordination during meetings, status reporting and stakeholder relationships. Provides strong customer service support to internal and external team members. Ability to handle fast paced environment and short deadlines. Assist digital product team members in tracking integrated tasks on a daily basis. Responsible for identifying, establishing, and maintaining structures for ongoing operations and support, and managing new service requests. Assist with development and maintenance of guidelines, procedures, and support documentation, as well as coordination of ongoing training and communication on program changes. Assist with identifying, tracking, and addressing operational issues and potential concerns in order to drive overall efficiency and support practice needs. Prepares reports and metrics by collecting, analyzing, and summarizing information.

• Provide administrative and logistical support for governance operations, including record management and documentation maintenance.
• Support governance workflow execution through tracking of milestones, follow-up actions, reminders, and standardized communications.
• Maintain repositories, scheduling activities, and operational records to support audit readiness and program efficiency.

This vacancy is not eligible for sponsorship/ we will not sponsor or transfer visas for this position. Also, Mayo Clinic DOES NOT participate in the F-1 STEM OPT extension program.

Qualifications

Position requires an associate degree in an administrative, business, healthcare, or other related field, with a minimum of 5 years experience in an administrative or project support role. In lieu of an associate degree a high school diploma/GED with 7 years of experience in an administrative or project support role may be considered. Preferred bachelor's degree in business, administration, healthcare administration, or related field with 3 years of related experience. Prior experience with planning and scheduling methodologies; creating/transcribing correspondence/documents; utilization of business-related software to produce spreadsheets, presentations, etc.; and participation on a project team are highly desired. Demonstrate effective and appropriate decision-making, judgment, and confidentiality as well as attention to detail and follow-through. Must have demonstrated competencies in agility, organization, networking, customer service, and be able to handle and navigate ambiguous situations. Possess a consumer-centric mindset. Ability to collaborate effectively with internal business stakeholders and outside partners.

Exemption Status

Exempt

Compensation Detail

$67,371.20- $90,958.40/ year. Education, experience and tenure may be considered along with internal equity when job offers are extended.

Benefits Eligible

Yes

Schedule

Full Time

Hours/Pay Period

80

Schedule Details

M-F 8am-5pm. This is a hybrid position and must be located within 100 miles of a Mayo Clinic campus for occasional on-site expectations based on business needs.

Weekend Schedule

NA

International Assignment

No

Site Description

Just as our reputation has spread beyond our Minnesota roots, so have our locations. Today, our employees are located at our three major campuses in Phoenix/Scottsdale, Arizona, Jacksonville, Florida, Rochester, Minnesota, and at Mayo Clinic Health System campuses throughout Midwestern communities, and at our international locations. Each Mayo Clinic location is a special place where our employees thrive in both their work and personal lives. Learn more about what each unique Mayo Clinic campus has to offer, and where your best fit is.

Equal Opportunity

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender identity, sexual orientation, national origin, protected veteran status or disability status. Learn more about the 'EOE is the Law'. Mayo Clinic participates in E-Verify and may provide the Social Security Administration and, if necessary, the Department of Homeland Security with information from each new employee's Form I-9 to confirm work authorization.