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Apply for Job Job ID372786 LocationTwin Cities Job FamilyAdministration-General Full/Part TimeFull-Time Regular/TemporaryRegular Job Code8208A1 Employee ClassCivil Service Add to Favorite Jobs Email this Job About the Job This position provides high-level administrative and financial support to the Department of Otolaryngology-Head & Neck Surgery. The role serves as a central point of coordination for departmental operations, including front-office support, travel and event coordination, and facilities and equipment oversight. This position requires a strong ability to prioritize work. In addition, the position supports department purchasing and financial processes by coordinating procurement activities, providing guidance to department staff on high-level purchasing procedures, reconciling expenses, maintaining vendor and purchasing documentation, and assisting faculty and staff with university financial systems and policies. This position monitors financial activity related to research and departmental initiatives and supports operational projects and events in collaboration with the Department Administrator. 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. Department Administrative Support- 60% Independently analyze and respond to complex inquiries from faculty, staff, and external stakeholders, applying expert knowledge of departmental operations, institutional policies, and university systems to provide solutions and guidance regarding the three missions of the Department: education, research, and clinical service. Serve as the primary resource for faculty, residents/fellows by coordinating travel in accordance with university policies and procedures for meetings, conferences, and speaking engagements (airline reservations, hotel reservations, and meeting registration), and submit travel and miscellaneous expenses for reimbursement. Act as a resource for facilities management issues, copier services, and clinical courier services. Independently draft and prepare professional correspondence, reports, spreadsheets, and documentation; manage both internal and external records on behalf of department leadership. Manage and track memberships in professional organizations, proactively ensuring timely renewals and accurate records. Manage the coordination and logistical support of departmental conferences, meetings, and special events. Organize and maintain comprehensive records and file systems with attention to structure, accessibility, and confidentiality. Proactively adapt administrative approaches in response to shifting departmental priorities or programmatic changes. Collaborate closely with the Department Administrator for onboarding logistics for new faculty, including ordering lab coats and University of Minnesota business cards. Maintain a professional and friendly atmosphere at the department's main reception area. Oversee administrative logistical options (i.e., coordinates with the mailroom for FedEx deliveries). Manage departmental conference room schedules. Research and implement complex policies and procedures, and independently resolve problems/questions. Serve as local expert on department and UMN administrative policies and procedures. Coordinate special projects as assigned by the Department Administrator. Act as a representative of the department/administrator on specifically assigned matters. Oversee event-planning initiatives on behalf of the Department Administrator as assigned. Serve as backup to the Chair's Executive Assistant. Serve as backup to other department administrative staff as needed. Manage and coordinate staff events, including sign-in, name tags, food and beverage oversight, and on-site logistics. Management of department equipment in the department, schedule f regular maintenance calls as needed, and regular payment of vendors. Navigate complex problem-solving scenarios with independent decision-making and critical thinking. Represent, advocate, and lead for the needs of the department in cross-functional interactions, providing high-level support and insight. Department Financial Support 40% Coordinate purchases, processes, reconciliation, and resources for department-wide financial initiatives. Provide high-level administrative support for department-wide procurement processes, including initiating purchase requests, monitoring order status, and maintaining purchasing documentation. Design, develop, and provide guidance to departmental staff on purchasing procedures, reconciliation processes, and the use of university financial systems. Design and recommend training on the purchasing process. Interpret and apply university administrative policies and procedures related to procurement and financial transactions. Research and resolve routine purchasing questions and issues. Serve as local expert for UMN administrative policies and procedures. Manage purchasing logistics for faculty research activities by assisting with procurement requests, tracking timelines for purchases, and communicating with faculty and research support staff to ensure purchasing needs are met. Conduct analysis and consult with the Department Administrator and other relevant department staff on how to improve inefficiencies and effectiveness of daily unit business operations to best align with overall department goals. Provide administrative support for research-related purchasing processes, including updating financial chart strings in department systems (e.g., REDCap), coordinating with pre- and post-award staff, and tracking key deadlines related to financial activity Generate purchasing and expenditure reports for faculty with sponsored projects to support budget monitoring and post-award financial review processes. Serve as departmental administrator for the Emburse expense management system, providing guidance and support to faculty and staff using the system. Prepare and maintain purchase orders and related documentation, including researching vendor information and coordinating with the Department Administrator as requested. Oversee and coordinate vendor relationships by maintaining vendor records, facilitating contract initiation processes, and supporting vendor communication for departmental purchases. Manage the financial coordination of departmental events and special projects, including vendor coordination, purchasing logistics, and expense tracking. Process purchasing card (PCard) transactions and ensure timely reconciliation and documentation for department-wide expenses. Qualifications *Required qualifications must be listed on resume. Required Qualifications: BA/BS or a combination of related education and work experience to equal four years. Applies knowledge and skills to a recurring task or activity with emphasis typically on precision and timeliness of execution. Demonstrated organizational skills with the ability to meet strict... For full info follow application link. 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.