Administrative Coordinator - Student Affairs

Apply for Job Job ID 366410
Location Twin Cities
Job Family LR-Clerical
Full/Part Time Full-Time
Regular/Temporary Regular
Job Code 1897
Employee Class AFSCME Unit 6 - Clerical
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About the Job

About the Position:

The Administrative Coordinator provides day-to-day support to the student affairs unit and executive level support to the assistant dean of Student Affairs within Undergraduate Medical Education at the University of Minnesota Medical School. Support includes managing calendars, submitting reimbursements, serving as liaison (organize, manage, facilitate, lead) to standing committees and student groups, coordinating retreats, preparing annual reports and contributing to department projects. The position will interface with employees, students and faculty throughout UME and the larger Office of Medical Education.

Duties/Responsibilities

15%: Scheduling & Leadership Support

• Manages the calendar for assistant dean. Includes one on one as well as large group commitments. Involves interaction with staff, students, and other senior leaders.
• Facilitates scheduling meetings on behalf of the assistant dean; including, but not limited to, student academic planning; Student Affairs subcommittees, ad hoc committees, etc.
• Creates student letters on behalf of assistant dean
• Assists with travel reimbursement in Chrome River
• Assist assistant dean in managing confidential student files

40%: Committee Management and Meeting Oversight

• Serve as primary liaison and lead administrator to the Committee of Student Scholastic Standing (COSSS)
• Work with stakeholders to identify needs and prepare agendas
• Generate and distribute all COSSS student related communications, including Committee summons notifications, and decision letters
• Collect, prepare, distribute meeting materials
• Monitor membership and attendance
• Record decisions, take minutes, prepare transcripts, maintain files, track on-going topic
• Schedule virtual pre- and post-COSSS meetings, sub committee meetings, and other meetings as requested
• Manage video conferencing (Zoom)
• Update COSSS calendar regularly to align with meetings, assigning correct members to invites
• Update/maintain COSSS administrative processes/procedures documentation in shared drive
• Organizes annual COSSS banquet, assisting with contract process

40%: Program Management & Support

• Provides support to Gold Humanism Honor Society (GHHS), Alpha Omega Alpha (AOA), and various Twin City/Duluth student council organizations that includes monitoring new and incoming members, assisting with special purchase requests, reimbursements etc.
• Manages medical student travel reimbursement funds process
• Manages Class of '66 Endowment Fund, that includes communications with students, and managing purchase/reimbursement processes
• Organizes student locker assignments and manages annual distribution and cleanout
• Coordinates Student Affairs bi-annual retreats
• Facilitates venue and other contracts as needed throughout the year
• Works with the finance team on program office-related purchases (i.e. supplies, technology etc.)
• Manages Student Affairs email account and maintains shared drive integrity (i.e. updates process documentation, etc.)
• Oversees student affairs' student employee tasks/workload

5%: Back-up Support

• Provide backup support to Administrative Support Team as needed/requested

All required qualifications must be included in the application materials

Required Qualifications

• High school diploma/GED and five years related experience to include project management. Coursework in a related field may substitute for some years of experience
• Demonstrated experience handling a wide range of administrative and executive support related tasks with a commitment to professionalism and confidentiality
• Highly organized with attention to detail in a fast-paced, multi-tasking environment
• Demonstrated interpersonal skills and customer service experience
• Strong verbal and written communication skills
• Flexibility, ability to prioritize and juggle competing demands
• Experience managing complex electronic calendaring and scheduling complex meetings
• Strong user knowledge of Zoom and Google Suite, including: Gmail, Google Cal, Google Docs, and Google Sheets
• Experience in managing large standing committees
• Ability to work remotely, and to work on campus 2-3 days/week and as needed/requested with work hours that are 8:00am to 4:30pm, with occasional extended hours to accommodate for standing meetings

Preferred Qualifications

Demonstrated ability to:

• Establish and maintain collaborative working relationships with all internal and external stakeholders from diverse backgrounds at all levels of the organization.
• Be resourceful: Identifies errors and problem solves.
• Deal effectively with ambiguity and exercise a large amount of independent judgment and discretion on important matters.
• Work with financial documents such as purchase requests and reimbursements.

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.

Pay Range: $29.19 - $30.94; depending on education/qualifications/experience

Time Appointment: 100% Appointment

Work Location: Hybrid; 2-3 days in person

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