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Apply for Job Job ID361554 LocationTwin Cities Job FamilyLR-Clerical Full/Part TimeFull-Time Regular/TemporaryRegular Job Code1897 Employee ClassAFSCME Unit 6 - Clerical Add to Favorite Jobs Email this Job About the Job Program Project Specialist (1897) Department of Surgery - Critical / Acute Care Division * This position is represented by AFSCME Clerical Bargaining Unit. Dues or Fair Share deductions will be made. * The Critical Care / Acute Care Division within the Department of Surgery at the U of MN Medical School is looking for an experienced administrative professional to join the administrative team. This position has the flexibility to be hybrid and would work alongside the Division Associate Administrator to further the work and goals of the Division. If you're looking for a fun, challenging, fast-paced and rewarding job, please consider applying! The Program/Project Specialist in the Critical Care Division is responsible for the executive level support of multiple Division faculty members. This means helping to schedule meetings and manage a variety of obligations relevant to the faculty's academic, educational, research, and clinical responsibilities. This person will work directly with the Division Associate Administrator to create, evaluate, and maintain administrative processes as well as collaborate on solutions-based issues as they arise. The successful candidate will show strong initiative and problem-solving abilities, excellent communication skills (written, verbal, etc.), a strong ability to prioritize work, exceptional attention to detail and follow-through, strong critical thinking skills and judgment, a strong and proactive customer service orientation, reliability, and the ability to work both autonomously and as part of a team. Other major responsibilities are defined below. 70% - Administrative Support to Faculty Provide high level executive administrative assistance to multiple Surgical Critical Care faculty to include: * Electronic calendaring and resolution of scheduling conflicts * Schedule coordination across the MHealth system, including Medical School, UMP, and Fairview, with clinical staff and departmental divisions * Organization of faculty-initiated meeting requests * In collaboration with Division Administrator, display competence using QGenda and Google calendars as "point of truth" for Division * Facilitate communication between faculty and clinical staff * Editing/proofreading correspondence/documents/reports/etc. * Plan complex domestic and internal travel and oversee the reimbursement process. * Maintenance of CVs in Works and independently troubleshoot issues with Office of Faculty Affairs. * Work with faculty on promotion and tenure requirements and deadlines * Work with partners at UMP and Fairview on credentialing of new faculty and onboarding of clinical faculty, ensuring that issues are known and escalated to appropriate partners. * Oversee and manage professional licensing, continuing education, and memberships. * Manage faculty files and records, and assist with faculty reviews. * Respond in a timely manner to day-to-day email, phone, and in-person requests by and of faculty. 30 % - Shared Division Administrative Support/Reception On days when scheduled for in-office work: * Responsible for timely opening and independent operation of the Division office during office hours. * Assist Critical Care Faculty with tasks that require in-office staff presence. * Answer in-person and phone inquiries in a professional and efficient manner, direct callers and/or relay messages. * Greet Critical Care visitors and notify faculty that guests have arrived. * Direct students, faculty, staff, and visitors to the appropriate resources or individuals. * Coverage of main office phone; provide direction to patient calls and inquiries for assistance. * Monitor voicemail for the front desk phone line and distribute or respond to messages as appropriate. * Receive and distribute packages for facult and staff who use the 11th floor mailroom and MMC 195 mail room. Daily monitoring and distribution of incoming faxes, mail, and other deliveries. * Assist administrative staff with planning and set-up/clean-up of division events as needed. * Other duties as assigned. The Department of Surgery strives to provide a productive work environment for women and men from varying racial, ethnic, social, and national backgrounds. Hourly Rate $23.14 - $34.05 Qualifications All required qualifications must be documented on application materials Required Qualifications: *High School Diploma/GED and 5 years of related experience and/or a combination of work and education * Experience and familiarity working with faculty and students in an academic and research-oriented setting * Experience with University & Medical School applications including, but not limited to Google Suites, Enterprise Financial System/Peoplesoft, QGenda Scheduling, EPIC, Chrome River and Microsoft Office. * Experience providing direct administrative support to high level professionals, leaders, or executives in a medical or other highly specialized setting. * Intermediate level knowledge of Microsoft Office and other common office applications * Excellent verbal and written communication skills, including grammar, spelling, punctuation, etc. * Ability to work in a fast-paced office environment, with the ability to adapt to change * Ability to work independently to prioritize work with minimal supervision and exercise appropriate decision-making * Ability to maintain a professional and positive demeanor with all levels of employees Preferred Qualifications: * Prior University of MN work experience with knowledge of the Medical School and University policies and procedures * Ability to analyze information and identify solutions, under changing conditions * Experience and familiarity working with faculty and students in an academic and research- oriented setting * Experience with University & Medical School applications including, but not limited to Google Suites, Enterprise Financial System/Peoplesoft, QGenda Scheduling, EPIC, Chrome River and Microsoft Office. * Experience providing administrative support to multiple high-level professionals * Experience working with diverse faculty and students in higher education setting * Experience with business travel planning About the Department About the Department 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. To learn more about the Department of Surgery, please visit: https://med.umn.edu/surgery Benefits Working at the University At the University of Minnesota, you'll find a flexible work environment and supportive colleagues who are interested in lifelong learning. We prioritize work-life balance, allowing you to invest in the future of your career and in your life outside of work. The University also offers a comprehensive benefits package that... For full info follow application link. 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.