Job Description: Office Manager - 1885 Center for Antiracism Research for Health Equity
About the Job Led by Dr. Rachel Hardeman, the Center for Antiracism Research for Health Equity (CARHE) at the University of Minnesota School of Public Health works to: develop antiracist research to understand and measure the impact of racism on health; foster authentic community engagement by convening researchers, practitioners, and community members to address the root causes of racial health inequities and drive real action for change; develop education and training on structural racism, antiracism, and health inequities for students, public health professionals, and community members; change the narrative about race and racism to one that does not hold up whiteness as the ideal standard for human beings; serve as a trusted resource for public health agencies, policymakers, payers, and the media on issues related to racism and health equity.
The Executive Assistant / Office Manager is an experienced administrative professional who works closely with the Executive Team of CARHE, as well as other Center staff, to coordinate daily activities of the office. The Executive Assistant / Office Manager reviews, prioritizes, and routes incoming communications, manages unscheduled internal and external inquiries, researches, compiles and summarizes background information, independently investigates issues, recommends possible solutions, and initiates and composes correspondence. This person is often the initial representative in critical situations requiring problem solving, tact, and empathetic communication skills. It is the responsibility of this position to act as a liaison with students, staff, faculty and community, state, national, and international contacts. In this fast-paced, high stakes environment, this position requires quick, logical, and thoughtful problem-solving techniques and consummate professionalism at all times. Interpersonal skills directly reflect on the reputation of CARHE and its Executive Team as well as the University.
The School of Public Health is committed to anti-racism and anti-oppression in our mission and operations. In pursuit of this goal, we consider an individual’s record working with students and colleagues from historically marginalized backgrounds and experience identifying and eliminating systemic barriers to academic success. Because the SPH and the Division seek to increase the diversity of its workforce, we particularly encourage applications from those who belong to groups that have been historically underrepresented in our discipline, including those who are Black, Indigenous, and people of color, those with disabilities, and those from LGBTQIA+ communities. Duties
Office Management and Communications Support (40%) â— Manage office operations and functions. Serve as Center liaison to HPM for compliance with University administrative expense policies and procedures, facilities management, space management, communications, and information technology. Participate in administrative planning. â— Serve as a resource to Executive Team and staff, providing information and useful solutions in all liaison areas. â— Manage Center email account and listserv; add content to the CARHE website. â— Coordinate communications with outside media groups as well as internal University communications staff. â— Assist with grant proposals and research project management as assigned. â— Support event planning and execution as assigned. â— Support the onboarding of new hires as assigned.
Administrative Support and Schedule Management (40%) â— Manage Center Director’s calendar. â— Anticipate the needs of Center Director and Center Executive Team â— Accurately and promptly schedule small and large meetings. â— Support meeting coordination, including meeting preparation/set-up and recording/distributing meeting minutes. â— Manage meeting preparation and follow up: reviewing upcoming meetings for the week to ensure the director required information to be as productive as possible and sending out agendas or documents to meeting attendees as necessary. â— Receive, assess importance, monitor, and follow through on all requests that require Center Executive Team action or decision. â— Prioritize and respond to various inquiries and requests from faculty, staff and multiple external entities. â— Coordinate travel arrangements; with intentionality and special attention to detail. Compile travel briefing book for Director’s official travel. Manage all aspects of travel logistics and assure that all arrangements are accurate (i.e., registration, flight, lodging, ground transportation, disclosure statements, etc.). â— Provide administrative support to Director's faculty responsibilities including developing and maintain course lists, preparing course materials, and etc. â— Serve as first point of contact for student requests and needs. â— Gather and interpret data related to graduate student activities for Director’s class to be used for grading purposes.
Fiscal Management (20%) â— Manage internal and external purchasing, in compliance with applicable policies and procedures. â— Reconcile procurement card accounts; initiate travel authorizations, advance payments and contracts for professional services, and produce receipts for purchasing orders. â— In collaboration with Chief of Staff and according to University policy, identify potential vendors and contractors; work with HPM finance staff to support the contracting process with outside vendors. â— Prepare budgets for Center events including identifying space, vendors, and work with HPM finance staff to support the contracting and procurement processes as needed. â— Serve as lead for Center staff questions on purchasing on PCards and reimbursement steps in Chrome River system. â— Review telephone, computer and university services statements (invoices) for accuracy. â— Track expenses for different purposes (e.g., technology costs) and create reports.
Other duties as assigned
Salary range: $18.67-$28.45/hour depending on degree of qualificaitons and experience.
The University of Minnesota offers a comprehensive benefits package including:
Competitive wages, paid holidays, vacation and sick leave
Low cost medical, dental, and pharmacy plans
Health care and dependent daycare flexible spending accounts
Excellent retirement plans with employer match
Disability and employer paid life insurance
Wellbeing program with reduced insurance premiums
Tuition reimbursement opportunities covering 75%-100% of eligible tuition
All required qualifications must be documented on application materials
Required Qualifications: • High school degree with at least four years of related experience; training/education may substitute for some experience • Previous experience in office management, administrative support, or related field • Strong professional, leadership, and interpersonal communication skills • Robust organizational skills and attention to detail • Excellent typing, spelling, and grammatical skills • Proficiency with Microsoft Office Suite, Google Suite, and Zoom • Capable of accepting responsibility with a high level of independent initiative, follow-through and internal drive while working on a multidisciplinary team • With a high level of cultural intelligence, dedication to advancing health equity and justice in health care • Access to a reliable internet connection and ability to work remotely when offices are closed due to the COVID-19 pandemic • Ability to work outside of standard 8:00-4:30 operating hours to support occasional community events as needed
Preferred Qualifications: • Demonstrated interest in dismantling structural racism • Experience working within and collaborating with historically and contemporarily marginalized communities • Experience working in a higher education institution or research institute
Internal Number: 341020
About University of Minnesota, Twin Cities
The University of Minnesota, founded in the belief that all people are enriched by understanding, is dedicated to the advancement of learning and the search for truth; to the sharing of this knowledge through education for a diverse community; and to the application of this knowledge to benefit the people of the state, the nation, and the world.