PHDR Executive Office and Administrative Specialist

Classification: Executive Office and Administrative Specialist (1885)

Position Overview:

The Program in Health Disparities Research (PHDR) is seeking an organized, proactive, and detail-oriented Executive Office and Administrative Specialist to join our team. In this essential role, you will provide high-level administrative support to the PHDR Director, faculty, staff, and programs.

The ideal candidate is a skilled multitasker with a demonstrated ability to manage and prioritize competing demands, see projects through from inception to completion, and thrive in a fast-paced environment. We're looking for someone with exceptional communication abilities, strong attention to detail, and a consistent track record of meeting deadlines.

Success in this role also requires the ability to work independently and collaboratively as part of a diverse, mission-driven team. Candidates should bring experience engaging with individuals from a wide range of backgrounds and a commitment to fostering an inclusive, supportive environment.

Position Responsibilities:

Administrative/Office Management (25%)

• Serve as liaison between leadership, faculty and staff.
• Provide excellent customer service, including ensuring phone line and reception desk is covered when away from the office and inquiries are promptly returned.
• Serve as office receptionist/information source/first point of contact.
• Maintain office records and files, including files and documents related to seminars, workshops, hiring, and personnel.
• Assist with preparing forms to maintain/renew licensure, certifications, and memberships in professional organizations.
• Assist personnel with ordering and installing software.
• Assist with data entry and activities related to research projects when necessary, including coverage for project staff in their absences.
• Handle mail, messages, packages.
• Order and maintain office equipment and supplies; manage office equipment reservations.
• Maintain the space schedule for part-time staff and students.
• Maintain shared network file folder access.
• Help project staff and students navigate UMN and department systems.
• Copy and collate materials, run errands, and perform other miscellaneous tasks.
• Type/transcribe correspondence, meeting minutes and other materials; edit and proof as necessary.
• Draft and type routine correspondence, forms, notes and notices to staff, meeting agendas and similar materials.
• Responsible for ensuring new employees area is set up and assist with onboarding procedures.
• Other duties as assigned.

Financial Processing (25%)

• Maintenance of high-activity departmental purchasing card, including gathering receipts, justifications and chart strings from faculty and staff, and timely reconciliation of the transactions.
• Accurately complete and process documents required to support research projects, including but not limited to vendor set-up documents, Contracts for Professional Service, purchase orders, check requests, employee reimbursements.
• Help ensure requisitions are being routed through the system within the UMNs payment terms.
• Correspond with staff, faculty and community partners about documentation needed to submit requisitions and status of payments and help new program personnel understand the payment and reimbursement processes.
• Attend program faculty monthly budget meetings, take notes as necessary.

Scheduling (20%)

• Maintain complex calendars and schedules for faculty; take messages and serve as first point of contact.
• Assist research staff with scheduling meetings, especially for large meetings with complex schedules.
• Make meeting arrangements; draft agendas, take minutes & notes, if appropriate.
• Ensure standing meeting rooms are scheduled and managed with the building manager / room guidelines.
• Book meeting rooms, arrange for audiovisual equipment and other facilities, order food and supplies, contact speakers and prepare and distribute schedules and notices.

Program and Events Support (20%)

• Serve as staff for committees and work groups as assigned.
• Assist with seminar/workshop/event arrangements.
• Help create detailed itineraries for visiting lecturer and researchers, including lodging and travel arrangements.
• Book meeting rooms, arrange for audiovisual equipment and other facilities, order food and supplies, contact speakers and prepare and distribute schedules and notices.
• Staff seminars and other events, set up and tear down of rooms, and assure that event proceeds smoothly.
• Maintain records and gather information/documentation; work with faculty, supervisor and department/center staff to make sure that seminar/event expenses are tracked and charged appropriately.
• Preparing and editing presentation materials for leadership, faculty, and programs.
• Helping with drafting tables for grants, reports, and other program materials.
• Advising other staff on event planning.
• Schedule and coordinate monthly research presentations.
• Set-up webinars and meetings using zoom technology.

Faculty Support (10%)

• Provide editing assistance with CVs and biosketches.
• Assist with financial reimbursements.
• Facilitate software purchases to ensure compliance with rules and regulations.

This position is represented by a bargaining unit, AFSCME Clerical. Bargaining unit consideration begins on June 19, 2025 and ends on June 26, 2025. This position is expected to work regular business hours, Monday through Friday, with a standard schedule of 40 hours per week. Overtime and consecutive Sunday work are not anticipated and would only be required in rare or exceptional circumstances.

All required qualifications must be documented on application materials.

Required Qualifications:

• High school diploma/GED and four years of related office and administrative experience. Some training/education beyond high school/GED may be substituted for experience.
• Excellent communication and interpersonal skills, both on the phone and in person, to effectively and appropriately interact with a broad and diverse range of leadership, faculty, staff, students, and the public at various levels.
• Strong analytical and organizational skills with the ability to manage competing priorities in a fast-paced, deadline-driven environment.
• High attention to detail, with the ability to follow detailed processes, ensure accuracy in documentation and data, and understand causes as well as effects.
• Proactive and self-directed; able to take initiative, stay organized, and work effectively with minimal supervision.
• Proficient in Microsoft Office, Google Apps, and Zoom.
• Demonstrated experience managing complex calendars and schedules.

Preferred Qualifications:

• Experience with the University of Minnesota financial system (EFS) or a comparable enterprise financial system.
• Familiarity with citation and reference management tools.
• Experience maintaining A/V conferencing equipment, set up, and troubleshooting.
• Demonstrated ability to work effectively across cultural groups and engage with individuals from diverse backgrounds, including faculty, staff, and community members.

The Department of Family Medicine and Community Health at the University of Minnesota was created more than 50 years ago in response to a legislative mandate to train primary care physicians. Since then, we have been leaders in transforming the specialty through education, research, and patient care. We are the academic sponsor of seven family medicine residencies-five in the Twin Cities, two in Greater Minnesota. We are involved in medical student education activities across the Medical School's two campuses: Twin Cities and Duluth. We sponsor five fellowship programs-sports medicine, hospice and palliative medicine, behavioral medicine, clinical informatics, and human sexuality- and offer continuing medical education opportunities. We are regularly among the top National Institutes of Health-funded family medicine departments. Our faculty are actively researching health disparities, healthcare delivery, and population health. More at https://med.umn.edu/familymedicine.

Pay Range: $22.71 to $34.08 per hour. We anticipate most offers will be around the midpoint of this range, depending on education and experience.

Time Appointment: 100% Appointment

Position Type: 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
• Short- and long-term disability insurance (employee-paid)
• 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

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will have the opportunity to complete an online application for the position and attach a 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.

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

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.

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).