Apply for Job Job ID361795 LocationTwin Cities Job FamilySupplemental Employee Full/Part TimePart-Time Regular/TemporaryTemporary Job Code0001 Employee ClassCivil Service Add to Favorite Jobs Email this Job About the Job Job Duties The Cardiovascular Division is seeking a student administrative assistant for 10-20 hours per week starting immediately and continuing through the Fall, Winter and Summer semesters. A successful candidate for this position will be flexible, adaptable, self-starting, and willing to take on a wide variety of projects in order to support the operations of a fast-paced, collaborative administrative group that supports both clinical and research faculty. This position will require in-person work at our office locations on the East Bank campus. Candidates must be available for 10-15 working hours per week on weekdays between the hours of 7:30 a.m. - 5:30 p.m. This is a great good opportunity for students interested in careers in health care, biomedical sciences, communications, HR, or interested in gaining experience in office administration, events and special projects management. Candidates are requested to state their availability for Fall/Winter 2022 employment in their cover letter. This position will provide Executive level support for designated Section Leaders and/or Program Directors of the Cardiovascular Division in the Department of Medicine which includes playing a key role in all Division administrative processes and events throughout the year. The successful candidate will be reliable and able to work both autonomously and collaboratively. The position requires a strong ability to prioritize work, outstanding communication skills, superior attention to detail and follow-through, and the ability to multi-task. Responsibilities include: 80% - General administrative support: -Provides support to Division Administrator and administrative staff for special projects. -Serves as back-up administrative support for the Division's main office and research units. -Management of phone lines and e-fax and directs messages appropriately -Greets and directs visitors to offices and resources; provides general information. -Coordinates departmental conference room reservations in Google Calendar. -Assists with parking validation and manages the supply of parking vouchers -Ensures timely mail and package processing. -Receives, sorts, and distributes incoming mail. Prepares and coordinates outgoing mail, including FedEx, UPS, USPS, DHL and Campus Courier shipments. -Maintains general appearance of main office, cleaning front office areas and conference room, and maintains supply levels for copy machines/fax machine. -Performs various clerical duties as assigned to accomplish the work of the Cardiovascular Division -Computer and printer inventory (confirm device numbers and assigned users of each device) -Data management, including creation of Excel and Google spreadsheets, compilation of mailing lists -Assist with maintaining updates to faculty Bios and CVs in Works. -Assist with electronic scanning for signature requests, filing and records management -Assist with Pharmacy pick-up and drug/blood runs. -Assist with mailing patient letters and visit instructions. -Takes inventory of office supplies and assists in ordering replacement supplies as needed. 10% - Assist with communications and events -Assist with Division website updates - including updates to faculty bios -Assist with the creation and dissemination of communications regarding meetings, conferences, and events via email, flyers. -Assist with scheduling and on-campus guidance for speakers while visiting for conferences, meetings and seminars -Assist with event logistics and preparation -Assist with setting up and hosting Zoom meetings -Prepare faculty and division meeting agenda's, as needed -Prepare reimbursements and LCRU Pcard reconciliations in a timely manner and according to University of Minnesota Policy (training required) 10% - Other dutie as assigned Qualifications Required Qualifications Must be enrolled as a student at the University of Minnesota and have work study funds throughout the 2024 -2025 academic year Excellent oral and written communication skills Excellent interpersonal and communication skills with an ability to work collaboratively with diverse audiences. Proficient with Microsoft and Google suites, with the drive to learn new systems, as needed. Reliable and accountable with passion and commitment to their team and community. Highly organized with attention to detail in a fast-paced, multitasking environment. Ability to work in a fast-paced environment to provide support in a professional manner, meet deadlines, multi-task and prioritize projects Perform responsibilities with a high level of discretion, integrity, and confidentiality Must be self-motivated, self-guided, goal-oriented, and mindful of deadlines. Preferred Qualifications Previous experience supporting office or medical environments Ability to work both independently and within a team-based department with administrative and clinical staff as well as including physicians and , faculty, Demonstrated ability to work with and adapt to new technologies and processes without significant direction How To Apply Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will be given the opportunity to complete an online application for the position and attach a cover letter and resume. Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section. To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-8647. Diversity 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. 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 the U of M The University of Minnesota, Twin Cities (UMTC) 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 the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of... 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.