About the Job
The Division of Hematology, Oncology and Transplantation is one of eleven divisions within the Department of Medicine, the largest department within the Medical School and University of Minnesota. This growing Division currently has 53 faculty, 36 administrative and research staff, and more than 20 fellows. The Division generates $17 million in patient care revenue and has a strong history of research, in partnership with the Masonic Cancer Center. The Division’s faculty members serve in leadership roles throughout the Medical School, Academic Health Sciences, Masonic Cancer Center, and affiliated health systems.

This position provides executive-level administrative support to 10+ faculty physicians and the Section Head within our Oncology and Solid Tumor section within the Division of Hematology, Oncology, and Transplantation (HOT). The successful candidate will be reliable and able to work both autonomously and collaboratively with partners across the tripartite mission. The position requires a strong ability to prioritize work, outstanding communication skills, superior attention to deal and follow-through, and the ability to multi-task.

Operational and Administrative Support (70%)
Effectively manages the time and schedules of multiple Oncology faculty and its Section Head by leveraging technology and working with a high volume of complex calendaring requirements and ensuring accurate and efficient time management in a dynamic environment
Manages communication and access to assigned leaders. Triages emergent and significant issues by analyzing, prioritizing, escalating and resolving appropriately
Handles signature and routing of confidential, financial, and research-related documentation
Plans and coordinates Oncology Section meetings and committee meetings, disseminating and storing confidential materials. Creates, generates, and distributes meeting minutes
Updates and edits faculty CVs and WORKS data and supports the Oncology Section Head during the faculty annual review process
Act as liaison for faculty with other departments and collaborators including partners from outside the University and external stakeholders
Compose/draft and/or prepare business correspondence, memoranda, forms, surveys
Initiate and coordinate meeting/conference registration, travel arrangements and forms, and process reimbursements
Edit/proofread, design, and format program materials and presentations as needed
Provide assistance with licensing, training, and other compliance-related requirements
Serve as the Section’s purchasing, reimbursements, and financial transactions subject matter expert, ensuring compliance with department and University policies within established deadlines. Manage and archive financial transactions including purchasing office supplies, processing purchasing card expenses, and creating requisitions
Provides cross-coverage with the HOT Division Administrative support staff for other HOT faculty as needed during vacations, medical leaves, and employee transitions

Project Management and Coordination (30%)
Plans, manages, communicates, implements and executes strategic event planning from inception to end including Oncology Section retreats, faculty recruitment presentations, special conferences, seminars and forums as requested, including hosting international visitors, and organizing travel and meeting itineraries
Manage and distribute agendas and take meeting minutes of monthly and ad hoc Oncology Section meetings
Coordinate communication, planning efforts, requests for sponsorship, social media marketing, maintain finance reports, for program events as assigned
Other duties as assigned

Qualifications
All required qualifications must be documented on application materials

Required Qualifications:
-BA/BS or a combination of related education and work experience to equal four years
-Administrative experience managing the calendars of multiple divisional leaders, physicians, and faculty members
-Ability to manage multiple deadlines and requests in a fast-paced environment
-Demonstrated ability to work independently and as part of a team
-Demonstrated experience communicating with and providing service to all employee groups from executive to staff level
-Strong attention to detail, deadlines, and deliverables
-Demonstrated ability to maintain discretion and confidentiality

Preferred Qualifications:
-Administrative experience in higher education or an academic medical center
-Excellent written communication skills, including experience in drafting executive-level correspondence
-Minimum four years of office experience in a medical setting environment
-Previous experience supporting executive-level leaders


Benefits
Working at the University

At the University of Minnesota, you’ll find a flexible work environment and supportive colleagues who are interested in lifelong learning. We prioritize work-life balance, allowing you to invest in the future of your career and in your life outside of work.

The University also offers a comprehensive benefits package that includes:

Competitive wages, paid holidays, and generous time off
Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Scholarship
Low-cost medical, dental, and pharmacy plans
Healthcare and dependent care flexible spending accounts
University HSA contributions
Disability and employer-paid life insurance
Employee wellbeing program
Excellent retirement plans with employer contribution
Public Service Loan Forgiveness (PSLF) opportunity
Financial counseling services
Employee Assistance Program with eight sessions of counseling at no cost
Please visit the Office of Human Resources website for more information regarding benefits.

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 be given 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 Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.

To request an accommodation during the application process, please e-mail [email protected] or call (612) 624-UOHR (8647).