Administrative Assistant

University of Minnesota - Minneapolis-Saint Paul, MN (30+ days ago)4.2


All Required Qualifications must be mentioned on application and/or resume

HS Diploma/GED and five years of related experience to include project management, education in a related field may be substituted for years of experience.
Demonstrated experience with administrative workflow in an executive level office environment.
Demonstrated experience working with sensitive and/or confidential information and documents.
Ability to professionally represent program to internal and external constituents.
Demonstrated excellent written and verbal communication with strong grammar and proofreading experience.
Intermediate Microsoft Office experience.
Good organizational, problem-solving and analytical skills.
Attention to detail and time management skills as well as ability to work independently.

Experience working in an academic institution.
Proficiency with University computer systems and software, electronic calendars, and ability to assimilate new systems quickly.

About the Job

Administirative Assistant
1897 - Program/Project Specialist
University of MN Medical School Dean's Office / Medical School Pediatric Blood and Marrow Translplant Program

The Medical School has a new opportunity for an Administrative Assistant to join the dean’s office. This position requires a high-level of independent judgment and the ability to maintain confidentiality. In addition to administrative support to the dean directly in his dean role and pediatric BMT clinical role, this position is responsible for providing back up for dean’s other office staff.
An ideal candidate will handle a variety of assignments while exercising the ability to proactively multi-task in a fast-paced, fluid environment; prioritize a fluctuating workload; and build constructive relationships with staff and others.
Reporting directly to the Deputy Chief of Staff, this position provides professional administrative assistance to ensure accurate, efficient and effective service. All examples do not include all possible responsibilities in this work and do not limit the assignment or related responsibilities.

About the Job Duties/Responsibilities:Pediatric BMT Program Responsibilities (50%):
Coordinate and schedule BMT travel.
Help with manuscript submissions.
Coordinate clinical activity, including clinical schedule, etc.
Arrange lab meetings and work with lab staff.
Maintain and update credentialing and licensing information.
Maintain subscriptions.
Purchase and expense reports for BMT duties and his BEA.
Help with MTAs, conflicts of interest, etc.
Help coordinate lab equipment/computers.
Maintain and update CV and bibliography.
Assist with outside committee/scientific advisory board/consulting work.
Assist with clinical trial information.
Manage electronic devices and passwords.
Maintain reference of all videos.
Assist with onboarding students/volunteers into labs
  • An ideal candidate will recognize and solve issues that result from working across three separate organizations (U of M, Fairview, and University of Minnesota Physicians).
Dean’s Office Responsibilities (50%):
Work with administrative assistants from Medical School departments, divisions and other areas of the University.
Handle queries, questions, concerns, and requests on behalf of the dean’s office.
Maintain Google calendar and coordinate with staff calendars.
Assisting with development and implementation of procedures for tracking and reporting on expenses; assigning appropriate chartstring to expenses.
Forward calls, take messages, check messages and respond to all calls in a timely manner.
Assist callers and walk-in visitors with their questions and requests, direct to the appropriate office and/or person.
Miscellaneous duties as assigned.
**The University offers an extremely competitive and robust benefits package, including: medical, dental, life insurance, disability insurance, retirement savings with match, tuition reimbursement and scholarship, and wellness programs. For a complete list of benefits please follow this link:
***This position is represented by a bargaining unit, AFSCME Clerical. Dues or fair share deductions will be made.***

Salary range : $17.05 - $28.67 USD / hour

About the Department

We performed the first BMT in 1968 and 50 years later, we are still delivering firsts in BMT therapy, excellence in treatment and patient care. Our Center is able to recruit the best medical professionals who, as a team, can carry on our pioneering legacy in research and clinical care to the transplantation process.
Our Center's research pushes science to discover innovative therapies that improves treatment and raises the standard for patient care. We are driven every day to find cures to fatal conditions that change how medicine is practiced and saves more lives.
To learn more please visit our website:

About the Dean's Office/Med School:
The University of Minnesota Medical School is at the forefront of learning and discovery, transforming medical care and educating the next generation of physicians. Our graduates and faculty produce high-impact biomedical research and advance the practice of medicine.
Learn how the University of Minnesota is innovating all aspects of medicine by visiting:

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 have 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 Activities" page and uploading documents there.
To request an accommodation during the application process, please e-mail or call (612) 624-UOHR (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:

Background Check Information

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.