50% Support the Head of the Department of Ophthalmology and Visual Neuroscience:
This position provides direct support to the Head of the Department of Ophthalmology and Visual Neurosciences (OVNS). The incumbent is responsible for scheduling and time management for the Department Head including responsibility for complex electronic scheduling with both internal and external constituencies, providing pertinent background materials, and coordinating all related logistics. This includes prioritizing and decision-making regarding meetings with Medical School students, OVNS residents, fellows, faculty, staff, administrators, MPhysicians, Fairview Health Systems, University of Minnesota Medical Center, the President’s Office, General Counsel’s Office, Office of Conflict Resolution, the Regents, legislators, community leaders and national and international leaders. It is this position’s responsibility to monitor critical action items and ensure that that the Department Head is briefed and has the necessary materials to participate in the meetings, conferences and other events.
Schedule and maintain google calendar (meetings, calls, clinic schedule, etc.).
Distribute and answer mail.
Compose and/or prepare complex memoranda.
Coordinate all faculty candidate interview visits; travel and hotel arrangements, create agendas for interviews; interact directly with candidates, etc.
Oversee UMF gift activity manager's report (format and print letters weekly for signature).
Complete and submit expense reimbursements and check requests.
Provide Promotion and Tenure support including, when necessary, assist with scheduling meetings; oversee production/distribution of promotions/tenure process materials; assist with balloting for Department Head review.
25% Medical Student Coordinator for Ophthalmology
A primary person to interface with Faculty, Students, and Med School.
Coordinate medical students visiting from other medical schools, including Visiting Student Application System (VSAS) application process, international students.
Make and manage schedules for medical students on the 7180 Ophthalmology Externship, 7190 Ophthalmology Research Elective, Pediatric Ophthalmology rotation, Neuro-ophthalmology sub- internship, or future developed ophthalmology rotations.
Coordinate the medical student practicum via Human Health and Disease (HHD) 5 course.
Manage lecture schedules for HHD5 and 7180.
Collect and input rotation evaluations and feedback, end-of-rotation examination results, and final student grades.
Manage Canvas/medical student learning interface.
Develop and manage medical student page on the OVNS department website.
Maintain live spreadsheets on medical student research, shadowers, those interested in matching in ophthalmology.
Schedule monthly meetings with MS Director team.
Help coordinate Ophthalmology Interest Group events.
Coordinating letters of recommendation for medical students.
Coordinating meetings with faculty and residency program director prior to ophthalmology match.
Initial contact person for all medical students interacting with OVNS dept, particularly students interested in matching in ophthalmology.
Assemble and update learning materials for rotations and ophtho match.
10% Office Management:
Controller of the department purchase card and reconciliation; Review and approve department weekly supply orders; maintain purchase records.
Create and maintain OVNS program directory.
Order supplies, take weekly inventory, unpack, distribute, and re-stock supplies.
Sort and distribute mail and post out daily mail, process departmental mass mailings.
Organizing and plan faculty meetings, retreats, annual staff appreciation events, etc.
Manage parking budget cards for teaching faculty, parking coupons and Campus Club pass cards.
Coordinate communications and updates to faculty as needed.
Maintain program website.
Edit and proof print materials.
Assist with monitoring and updating program’s social media platforms.
Ensure all content complies with U of M branding standards and guidelines.
5% Facilities and Technical Management:
Manage all facility issues (signs/directories, space allocation, office key management, locker assignments, servicing of equipment, cleanliness of space, equipment property disposal etc.).
Facilitate building access and technology needs for faculty and staff.
Maintain computer inventory, request for purchase, server add/change requests, etc.
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
Salary Range: $38,833.60 to $ 59,176 .00 USD/year.
All required qualifications must be documented on application materials.
High school diploma/GED and four (4) 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.
Experience writing, editing, and proofing business communications such as meeting minutes, complex correspondence, department announcements, reports, presentations, manuscripts, and visual aids.
High attention to detail; follow detailed processes and ensure accuracy in documentation and data; ability to make a conscious effort to understand causes in addition to effects.
Experience with confidential or sensitive information and situations necessitating considerable use of tact, discretion, professionalism and independent judgment.
Experience handling time-sensitive projects while organizing and prioritizing work, with minimal supervision, of self and others.
Advanced computer experience using MS Office (Word, Excel, PowerPoint) and maintaining calendars for multiple people.
Ability to lift and carry up to 25 pounds, and travel between offices/buildings. Must be able to work occasional overtime and have flexibility of schedule to cover deadlines and early/late meetings.
Demonstrated commitment to strong customer service.
Experience serving as liaison with various entities.
Experience working with health care professionals or administrators.
Experience working in academic setting, especially administrative experience in a medical department or center and knowledge of relevant institutional policies and procedures.
Ability to handle multiple projects and calmly respond to changing situations with a flexible manner.
Experience managing the day-to-day operations of offices, resolving operational problems, and tracking and approving expenses.
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.