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SalaryThe Department of Microbiology and Immunology is seeking a highly organized and detail-oriented Administrative Associate 1 Supervisor to provide essential administrative support to the Department Head, Director of the University of Minnesota Institute on Infections Diseases (UMIID), Department Administrator, and undergraduate teaching faculty.
The incumbent in this position will serve as the primary point of contact and liaison for the department, interacting with university administration, faculty, staff, students, and external agencies. This role requires strong communication skills, the ability to interpret and communicate results effectively, and excellent event planning and organization capabilities.
This is a hybrid position, working 3 days in the office and two days remotely.
Responsibilities
50% Assist the Department Head
- Manage and maintain the Department Head’s calendar. Research various types of information to prepare the department head for meetings, conferences, and events. Interpret complex and potentially conflicting instructions to facilitate a smooth and well-coordinated schedule. Anticipate conflicts and present potential solutions.
- Take minutes at monthly faculty meetings, as well as send out the agenda and minutes to the faculty.
- Assist with the preparation and electronic submission of scientific manuscripts, journal, grant reviews, and book chapters.
- Maintain the Department Head and UMIID Director’s CV and draft correspondence as directed by the Department Head or the Administrator.
- Oversee communications on behalf of the Department Head and Department Administrator via departmental website, digital board, email, and face-to-face interactions.
- Review, analyze, develop and recommend changes to department processes to the Department Head and Department Administrator.
35% General Administrative Support to the Department and Department Administrator
- Serve as first point of contact for questions.
- Assist with undergraduate course set up, room reservations, materials and registrations, assist students with permission numbers.
- Work with the MNPI Finance team to process financial documents and purchasing as assigned.
- Assist faculty principal investigators (PIs) and the Administrator with the acquisition/transfer/disposal of equipment, as well as other space needs such as the set-up of new labs.
- Work with Research Building Management Services (RMBS) and Department Administrator to coordinate building administrative support and to bring issues to the attention of RBMS.
- Maintain Microbiology Research Facility common area spaces, copiers, supplies, etc., or oversee a student worker to do these tasks.
- Support the Department Administrator with various tasks as assigned by the Administrator.
- Serve as the A/V assistant for hybrid faculty meetings (meetings that are via Zoom and in person), as well as for the MICaB seminar series and other ad hoc meetings or events.
- Provide customer service and administrative support as assigned, act as resource person for questions and faculty/student needs, explain policies and refer employees to appropriate staff to obtain assistance with questions.
- Make room reservations for the MICaB seminar series, faculty and ad hoc meetings, and undergraduate courses.
10% Event Management, Support and Planning
- Manage the planning, coordination, promotion and execution of departmental events such as the department annual retreat (in coordination and at the direction of the Department Administrator), faculty meetings, MICaB seminars and lectures.
- Contribute to planning and implementation of special events, such as identifying appropriate venues, selecting vendors and arranging catering.
- Responsible for presentations (handouts, set-ups, room reservation, contracts, catering, invitations, follow-up communications).
- Coordinate travel and accommodation for visiting and on-campus guest speakers. Work with the Department Administrator to create schedules for visiting speakers and faculty if necessary.
- Create promotional materials for events and coordinate materials for the day of the event.
- Manage and track event budgets and expenditures in consultation with the Department Administrator.
5% Supervision Dishroom Attendant and Student Worker
- Supervise the MRF dish room attendant and fill in for them when needed.
- Supervise any students working in the department.
Qualifications
All required qualifications must be documented on application materials
Required Qualifications:
- BS/BA degree or a combination of education and work experience to total four years
- Previous experience supporting leadership roles
- Strong organization skills
- In-depth experience using Google Office Products
Preferred Qualifications:
- Experience with PeopleSoft Financials and financial document processing
- Experience working with faculty in a higher education setting
- Experience with grants preparation and management
Benefits of 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 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
- Employee Transit Pass with free or reduced rates in the Twin Cities metro area
Please visit the Office of Human Resources website for more information regarding benefits.
