Executive Office and Administrative Specialist

This position provides executive-level administrative support to all levels of providers and plays a key role in administrative and events. The successful candidate must be reliable and able to work both autonomously and collaboratively with system partners across multiple healthcare systems.

The position requires a strong ability to prioritize work, outstanding communication skills, superior attention to detail and diligence in follow-through to make sure tasks are completed. This position will be performed in a hybrid work environment. Work is performed in a planned split between on-site and remote locations. The supervisor will determine the appropriate balance that meets the needs of the department and the other priorities for workplace flexibility.

70% - Administrative Support for Faculty

Utilize independent judgment and knowledge to respond to a wide variety of inquiries from medical faculty and staff, including but not limited to, general office protocol and Departmental/University services and policies.Manage complex electronic calendars to include scheduling appointments and planning and coordinating meetings.Maintain faculty CV’s and WORKS data, including support for the Annual Review process per the Medical Schools guidelinesProvide faculty support for promotion and tenure, including assisting, formatting, and compiling dossier components, and assisting with the formatting of tables and charts.Compare literature searches as requested, utilize Manifold, Scopus, PubMed, etcManage, prepare, and support MOC Board certification and recertification processMaintain and keep current all physician documents such as passport, medical license, DEA certificate, board certifications, sub-specialty certifications etc.Track, record, and maintain organization and society memberships for physicians as requested.Act as liaison for faculty with other departments and collaborators.Compose/draft and or prepare business correspondence, memoranda, forms, spreadsheets; file faculty documentation.TranscriptionOrganize itinerary and travel file and adhere to domestic/international travel process per the Universities policy and processAssist with meeting/conference registration, travel arrangements and forms, and process reimbursements in Chrome River, Workday and maintain log of all expenditures and dollars received according to travel and hospitality policies.Prepare presentation materials and edit documents for grammar, punctuation, and style.Open mail, sort accordingly.Answer phone calls promptly and triage or handle with superior customer service skills.Administratively support weekly academic conferences as requested.

15% - Clinical and Administrative Duties

Coordinate and record all meetings and activities for orthopedic surgeons.Manage and review physician google calendar weekly with physicians to note changes/additions.Coordinate and accurately manage multiple physician calendars in QGenda and other calendars weeklyCancel/add clinics and OR block time for physicians according to policies, reschedule patients as needed.Maintain files, including but not limited to computer files, photo files, and paper files.May work with insurance companies to set-up meetings (ex. peer-to-peer)

10% - Serve as a Liaison for Requests, Policy/Procedure Questions, and Problem Resolution

Work quickly and with little direction and instruction on assignments and projects as requested.Manage and coordinate search committee process support, visiting professors, and other department events as requested.Work with attorneys to schedule meetings, dispositions, and trial appearances including but not limited to initiating appropriate billing charges and collecting charges for services desired.Act as department resource including front desk coverage when needed.

5% - Other Responsibilities as assigned:

Provide additional administrative support for the Department, including serving as a departmental source of information, greeting delivery staff and visitors to the department, distributing packages, getting and distributing mail, running errands on campus, scanning, faxing or copying documents, supporting recruitment activities involving prospective faculty or staff, supporting Departmental events. Assist with other Departmental projects and duties as assigned by physician and supervisor.

Required Qualifications

High School diploma/GED and four (4) years of progressively more responsible executive level administrative support experience.Experience managing complex calendars and arranging meetings with all level positions (staff to high-level).Must be self-motivated, self-guided, goal-oriented, organized and support multiple physicians, in independent situations while, mindful of deadlines and detail in a fast- paced multitasking environment.Excellent outstanding interpersonal and communication skills with an ability to work collaboratively with diverse audiences.Demonstrate ability to conduct oneself in a professional manner with employees at all levels within an organization.Demonstrate ability to handling a wide range of administrative related tasks with the commitment of adjusting to changing environments with flexibility, professionalism, and confidentiality.Reliable and accountable with passion and commitment to their team and community.

Preferred Qualifications

Administrative Assistant experience in a healthcare or academic environmentExperience and proficiency with Google Apps: Google mail, calendar, drive, groups, forms, Zoom and Microsoft Office applications.Ability to work with Surgical Admin Center Finance team to resolve discrepancies in a professional and courteous mannerExperience with board certificationFamiliarity with promotion and tenure processDemonstrate ability to adhere to University policies and proceduresExperience with QGenda provider scheduling software (or similar).Experience working with financial documents such as purchase orders and reimbursements

Learn more information & apply on the official UMN career website: https://hr.myu.umn.edu/jobs/ext/360672