Administrative Associate 1 - Department Of Microbiology And Immunology

About the Job

Summary

Provides administrative support to the Department Head and faculty of the Department of Microbiology & Immunology and the Director of the University of Minnesota Institute on Infectious Diseases. Plans and organizes departmental events. Collaborates on design and maintenance of the department website.

This is a hybrid position, working 3 days in the office and two days remotely.

Position Responsibilities

50% Assist the Department Head/UMIID Director

• Manage and maintain the Department Head's calendar. Anticipate conflicts and present potential solutions.

• Take minutes at monthly M&I faculty meetings, as well as send out the agenda and minutes to the faculty.

• Assist with the preparation and electronic submission of scientific manuscripts, journals, grant reviews, and book chapters.

• Assist with grant proposals and resubmissions

• Maintain the Department Head/ UMIID Director's CV and draft correspondence as directed by the Department Head or the Administrator.

• Oversee communications on behalf of the Department Head 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

• Serve as the 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 purchases as assigned.

• 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% Dishroom Attendant and Student Worker supervision

• 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:

• Bachelor's degree or a combination of education and work experience to total four years

Preferred Qualifications:

• Experience in higher education administration

• Experience with financial document processing

About the Department

The Department of Microbiology & Immunology (M&I) is a basic science department housed in the University of Minnesota Medical School. It is the tenure home for 20 faculty members doing innovative research on microbes, including viruses, bacteria, fungi, and immune responses. M&I's educational arm comprises the undergraduate major in Microbiology and is the departmental home of the Microbiology, Immunology and Cancer Biology Graduate Program.

UMIID is a multi-departmental research institute that will use a multidisciplinary and comprehensive approach to address diseases of pandemic or epidemic potential. The vision of UMIID is to bring faculty members together from across the University of Minnesota to support basic, translational, clinical, or population-based research on zoonotic viral infections, antibiotic resistance, microbial immunology, HIV medicine, and molecular surveillance of emerging pathogens.

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 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.

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

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

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 America's Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019, 2022).