Unit Administrative Manager

About the Job

Essential Employees

The successful candidate will be designated as an Essential Employee. Essential Employees are expected to report to campus during a University State of Emergency (reduced operations or campus closure) unless specifically directed by the Department not to report or if directed by civil emergency or medical authorities not to report for health and safety reasons. As an Essential Employee, you must report to campus even if the closure is less than 3 days.

Position Summary

Maintains daily operations and administratively supports research investigators and staff within the Blythe Brenden Children's Clinical Research Center, an outpatient clinical research unit. Creates and maintains processes that support operations under the direction of the center leadership. Support leadership in strategic planning to provide comprehensive support to clinical researchers, ensuring high quality clinical research and an exceptional experience for our research families.

Responsibilities

60% Operational Management of Clinic

• Supports Center leadership, pediatric investigators and research staff in the operational management of the Blythe Brenden Children's Clinical Research Center, an outpatient clinic space dedicated to pediatric clinical research.
• Supports superior clinical research participants and family experience by greeting families upon arrival to the center, overseeing the visit flow, and ensuring their needs are met while in the space.
• Oversees physical/clinical research space allocations ( i.e., room and equipment utilization management)
• Implements and oversees scheduling processes. Creates and evaluates processes, making improvements as needed to ensure optimal space utilization.
• In Partnership with Center leadership, develop clinic operational best practices, policies and procedures, and processes.
• Manage compliance of policies and procedures
• Maintains training records as applicable.
• Provides planning support, oversight and operational support for events as they relate to training, advocacy, outreach and donor relations for the Center.
• Assists Center leadership in addressing any issues as they relate to Center access or use.
• Under the direction of Center leadership, organizes and generates communication and marketing content to spread the word about research, services and educational opportunities provided by the Center.

20% Equipment and Supply management

• Creates and maintains records for all clinic equipment, including temperature, maintenance and calibration logs.
• Works with vendors to ensure appropriate maintenance and calibrations are performed as required.
• Ensures appropriate training of research staff utilizing equipment. Maintains training records.
• Orders any necessary supplies and ensure appropriate supply levels are maintained.
• Maintains service agreements with vendors and make adjustments as needed under the direction of clinical research leadership.
• Works with University and FV offices for clinic needs, including provided services.
• Ensures appropriate linens are available at all times.
• Ensures all needed cleaning of the space.

20% Research Administrative Support:

• Oversees day-to-day operations regarding Center research activities.
• Administratively manages new study intake process and coordinates the acceptance of new studies in the center.
• Documents space activity and supports maintenance of study and space use tracking tools (i.e., cloud-based software Smartsheet).
• Anticipates study needs and plans to accommodate for best outcomes.
• Schedules and documents leadership Center meetings as requested.
• Supports invoicing process to ensure appropriate billing of space usage.
• Serves as the first point of contact for investigators and research staff for any questions or concerns related to the usage of center space.
• Participates in speaking engagements at community and partner events or trainings to provide attendees within information about AMC services and resources.
• Supports the development and implementation of training initiatives and resources for caregivers and professionals that utilize Center.
• Assists with identifying needs of community served to support the expansion of services, pilot programs and partnerships as needed.
• Other duties as assigned.

Work Location

In person - 2512 1st floor- BB Clinical Research Center

Qualifications

All required qualifications must be documented on application materials

Required Qualifications

• BA/BS plus at least 4 years of related experience or a combination of related education and work experience to equal eight years
• Demonstrated strong interpersonal, relationship building and communication skills (both written and verbal)
• Experience working in an office and familiarity with standard office operations and equipment, including scheduling and clinic patient flow procedures
• Prior experience providing customer service to a variety of individuals
• Demonstrated ability to learn, interpret independently and apply a variety of complex policies and procedures
• Demonstrated organizational skills with the ability to meet strict timelines and perform multiple tasks with precision
• Commitment to a high level of confidentiality and professionalism
• Demonstrated ability of success in independent work and sound decision making; ability to examine issues from multiple perspectives, sharp eye for detail, ability to think creatively about issues, complex analytical skills and ability to accurately analyze possible repercussions for new policy to minimize negative consequences to affected stakeholders

Preferred Qualifications

• Proficiency in the use of specific technology including Google Applications (Gmail, Calendar, Docs, Forms, Chat) and Microsoft Office Suite (Word, Excel, PowerPoint) and Smarsheet project management platform.
• Experience administratively managing a pediatric outpatient clinic setting
• BLS (Basic Life Support) certification

About the Department

Program/Unit Description

The Blythe Brenden Children's Clinical Research Center is a newly designed and renovated outpatient clinic supporting clinical research activities for studies across multiple therapeutic areas. It is designed with the child and family experience in mind and provides a welcoming and supportive environment.

Pay and Benefits

Pay Range: $31.00-$40.00/hr.; depending on education/qualifications/experience

Time Appointment: 75%-100% Appointment

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
• 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

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).

The University of Minnesota Medical School

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.