Administrative Associate 1

About the Job

Overview

The Department of Surgery Program Associate partners with senior program leadership to plan and implement the Tuskegee Scholar and MSTEPP program, which provides immersive and in-depth experiences to undergraduate students from underrepresented populations interested in learning more about the medical school program at the University of Minnesota, with aspirations of obtaining a medical career. The Tuskegee initiative was created in 2021, as an initiative created by the Department of Surgery's Diversity, Equity and Inclusion council, with its first cohort arriving on campus in 2022. Following the success of this program, we were able to receive NIH funding and build out the MSTEPP Program, allowing us to expand in scope and size.

The Program Associate will manage and coordinate the initiatives of these research operations and programs including program development and delivery, candidate selection, schedule coordination and logistics for scholars, evaluations and managing partner participation. They will work closely with faculty PI's, administrative leadership, scholars and mentors, providing resource support and assistance with grant requirements. The Program Associate is also responsible for coordinating scholar participation in the annual Research Week Poster Presentation component, which occurs annually in the fall semester.

This individual reports to Jenni Sullivan and will also take work direction from others within the program oversight committee, to include the MSTEPP PI's.

Program Support

• 75%

Manage the day-to-day administration and management of the Tuskegee Scholar Program and MSTEPP program

Coordinate all aspects of the program to include:

Website and application process

Organize and coordinate schedules for selection committee to review applications and virtually meet with candidates

Candidate selection and notification

Logistics of scholar's transportation to and from the University of Minnesota campus, lodging while on campus, and transportation during program period

Ensure all pre-qualifications are met for scholars - vaccination requirements, paperwork completion, training scheduled and completed

Curriculum development and program scheduling for scholars while in labs, clinical and operating room observation, volunteering, social activities and other program components

Partnering with key stakeholders to schedule lectures, meetings and education opportunities

Oversight of social activities occurring during the program

Creation, distribution and collection of evaluation of program

Travel to identified locations for promotion of program

Engage relevant stakeholders and team members as appropriate - partnering with DOS Faculty and Staff, internal UMN partners, HBCU community in the Twin Cities, and other interested parties (mentors, residents, associates)

Prepare budgets and contracts, create project timelines and schedules, select event locations, market and promote activities, and coordinate scholar participation

Partner with the marketing communications team to maintain an informational and attractive website, application system and promotional materials to attract qualified applicants

Manage logistics of return visit to MN to participate in the Annual Research Week Poster session in the fall, with the expectation that scholars are prepared to present their own research

REVEAL/Administrative Support

• 25%

Administrative support needs for the REVEAL grant:

EFS - pcard reconciliation

Travel arrangements - assist subject participants with making and reimbursement for travel arrangements to and from the University of MN

Chrome River - reconcile and reimbursement for REVEAL team member purchases

Human Subjects Training

• Ensure new team members have access to and have completed training in CITI for grant requirements

PO Processing - create and reconcile PO's for REVEAL grant

Serve as back up and additional support to clinical and research administrative staff as needed

Participate in DOS meetings and events

Qualifications

All required qualifications must be documented on application materials

Required Qualifications

BA/BS or a combination of related education and work experience to equal four years

● Demonstrated ability to move multiple programs and/or initiatives simultaneously while maintaining a high level of quality for each one

● Project management experience involving taking an initiative from start to completion, collaborating with program leadership and staff and engaging both internal and external stakeholders

● Strong communication (oral and written), interpersonal, organizational, project management skills

● Appreciation for ambiguity and changing priorities

● Proficiency with online learning module and course management software

Preferred Qualifications

● Work experience in a higher education setting

● Demonstrated ability to work across varying levels of an organization, i.e., leadership, colleagues, and customers

● Experience in working with diverse communities, organizations, and stakeholders

About the Department

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 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).