Administrative Associate 1

Apply for Job Job ID 364697 Location Twin Cities Job Family Administration-General Full/Part Time Full-Time Regular/Temporary Regular Job Code 8208A1 Employee Class Civil Service Add to Favorite Jobs Email this Job About the Job Location Twin Cities Job Family Administration-General Full/Part Time Full-Time Regular/Temporary Regular Job Code 8208A1 Employee Class Civil Service About the Job This is a 100% time position to support the administrative, programmatic, research, and educational functions of the University of Minnesota's Consortium on Law and Values in Health, Environment & the Life Sciences and its leadership (https://consortium.umn.edu). The Administrative Associate 1 position in the Consortium on Law and Values (Consortium) is an essential member of the Consortium's team and manages administrative/operational aspects and critical scheduling for Consortium programs and the Consortium Chair. This role works collaboratively with Consortium team members and partners to ensure that the work of the Consortium is successfully executed.

The individual in this role will serve as a primary liaison between the Consortium and its many stakeholders, including faculty, students, existing and potential research partners, administrators, national experts, and the public. The Administrative Associate 1 will work under the supervision of the Consortium's Senior Administrative & Grants Manager and collaborate with the Consortium's faculty Chair, Co-Chair, and Director of Strategic Communications & Outreach. Position Duties and Responsibilities The Consortium is looking for a colleague who is teamwork-oriented, resourceful, proactive, and organized to contribute to the success of the Consortium.

In this administrative and operational role, the incumbent will have the following responsibilities: Provide administrative support for Consortium Chair (35%) o Manage the Chair's calendar including scheduling in-person and online meetings related to the Consortium, Medical School, Law School, and other professional activities; creating and responding to Doodle Polls; prepare meeting materials, and send reminders. o Draft and edit complex email, correspondence, meeting minutes, reports, and other documents as assigned. o Provide administrative support as needed for the educational and outreach activities of the Chair (e.g., courses and lectures taught by the Chair). o Process occasional expense reimbursements for the Chair, both internal to the University and from external sources; maintain subscriptions. o Organize the Chair's occasional Consortium-related travel and itineraries. o Other duties as assigned. Provide administrative and operational support for Consortium grant programs (30%) o Schedule and manage grant-project related meetings (e.g., research team meetings, student research assistant meetings, research working group meetings, etc.); compile and archive meeting materials, take minutes, and coordinate action items. o Handle logistics of virtual and in-person grant-related meetings, including draft and send correspondence to speakers, arrange meeting facilities and catering; manage speaker presentations and visits including make travel arrangements for speakers; create and distribute itineraries; coordinate and supervise staff support for each event; process honoraria and speakers' fees and travel expense reimbursements; and requisitions and invoice payments for meeting-related expenses. o Coordinate IT support, as needed. o Other duties as assigned.

Administrative and operational support for Consortium programmatic activities and events, including public conferences (35%) o Develop and oversee administrative workflow; triage issues by analyzing, prioritizing, escalating, and resolving appropriately. o Serve as an effective ambassador for the Consortium, managing inquiries via phone and email; provide office support as needed, including faxing, copying, maintaining files (electronic and hard copy); manage departmental accounts (e.g., email, subscriptions, etc.). o Serve as the Consortium's purchasing, reimbursements, and financial transactions subject matter expert, ensuring compliance with department and University policies within established deadlines. Manage and archive financial transactions for the Consortium including purchasing office supplies, processing purchasing card expenses, and creating requisitions. o Provide staff support for Consortium member meetings and Executive Committee meetings, including scheduling, distributing materials, taking minutes, and communicating with members; organize and actively maintain files, both hard copy and electronic. o Ensure that programmatic and event updates are conveyed to Consortium team members and other stakeholders. o Manage logistics for complex events including the Consortium's Lecture/Webinar Series and other conferences/webinars, including: organize and use project management software (e.g., Trello, Asana) to ensure team coordination; manage event registration, arrange event facilities and catering, draft and send correspondence to speakers, make travel arrangements for speakers including itineraries, manage speaker visits, coordinate and supervise staff support for each event, coordinate with Director of Strategic Communications & Outreach on technical support, draft suggested moderator scripts and run-of-shows; maintain a historical record of events. o Process payment of speakers' fees and travel expense reimbursements; and requisitions and invoice payments for event-related expenses. o Coordinate continuing education applications and processing including CLE and CME, manage registration for events, and manage post-event evaluations. o Other duties as assigned. ________________________________________ Work Location The Research & Innovation Office (RIO) and the Consortium on Law and Values in Health, Environment & the Life Sciences endorses a "work with flexibility" approach that offers a welcoming and flexible work environment where everyone is inspired to do their best. Work location options include working fully remote, partially remote, or entirely in the office and are based on the work of the position.

Some on-site work may be necessary for certain positions, even those designated as fully remote. Because we are a land-grant institution that serves the state, the University will continue to- in most cases- expect employees to live in Minnesota. This position has been designated as Flexible Work Profile Three.

Work Profile Three is expected to work remotely more than 50% of the time. Your dedicated office space will be in your remote work location. The Consortium management retains the right to modify flexible work arrangement agreements on a temporary or permanent basis for any reason at any time.

Qualifications All required qualifications must be included in the application materials Required Qualifications BA/BS degree or a combination of related education and work experience to equal four years. Demonstrated ability to function as a productive team member in a complex, high-activity, high-expectation environment. Must be able to work independently as well as with a team.

Administrative experience working in an academic or research setting. Experience supporting a high-level executive or administrator. Outstanding organization skills and ability to prioritize responsibilities, handle multiple deadlines, and be productive in a multi-task work environment.

Demonstrated professionalism and discretion. Excellent verbal and written communication, organizational, time management, and problem-solving skills. Expert office service skills and knowledge of office operations and procedures, including Microsoft Office, Google Suites, project management software (e.g., Trello, Asana), and Zoom proficiency.

Experience managing complex calendaring and meeting scheduling, creating and responding to Doodle Polls, managing travel arrangements and reimbursements, managing administrative projects, performing detail-oriented tasks, and setting priorities. Event planning and execution experience (in person and online). Preferred Qualifications Knowledge of the University's financial system including EFS data entry for purchasing and travel cards, expense reimbursements, and requisitions. Experience with University of Minnesota policies and procedures as they relate to vendors, procurement, and facilities management.

Experience in assessment and revision of operational workflows to ensure efficiency and effectiveness. Demonstrated ability to work with a wide range of individuals and constituents, including high-level university faculty and administrators, government officials, and community members. About the Department The position is located in the Consortium on Law and Values in Health, Environment & the Life Sciences.

This highly interdisciplinary unit links 21 top centers and programs across the University, crossing most colleges and reporting to the Research and Innovation Office. The Consortium focuses on the ethical, legal, and societal implications of biomedicine and the life sciences. This University-wide center was founded in 2000 and has established a national reputation for groundbreaking research, publication, events, and thought leadership.

The position is located in Johnston Hall on the East Bank campus; some remote work may be negotiable. 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 employumn.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).