Administrative Associate 1 - Department of Microbiology and Immunology

This position provides administrative support to the Department of Microbiology and Immunology (DMI) and the UMN Institute on Infectious Diseases (UMIID). DMI is an established basic research department in the Medical School offering both graduate and undergraduate degrees. UMIID is a new collaborative research institute in the Medical School that will be growing quickly in the coming months and years. DMI is proud to serve a diverse population of not only faculty, students, and staff, but also interacts with a wide and varied group of internal and external constituents. The successful candidate will need to work well across these diverse communities. The person in this role will need to work in person the majority of the time, with flexibility for hybrid work determined by the Director of Operations and Department Head.
The Administrative Associate 1 is the first point of contact for the department to University administration, faculty, staff, and students, as well as outside agencies.

Support DMI and UMIID Admin Leadership (30%)
* At the direction of department leadership, research various types of information to prepare the department head for meetings, conferences, and events.
* Maintain the Department Head and UMIID Director's CV and draft correspondence as directed by the Department Head or the Director of Operations
* Review, analyze, develop and recommend changes to department processes to the Department Head and Director of Operations.
* Provide staff support to faculty committees. This includes scheduling committee meetings, taking meeting notes, following up on action items, and convening the committee at the direction of committee chairs or the department head. It may also include conducting research and disseminating critical information to the committee and sending communication on the committees' behalf.
* Support DMI faculty with reimbursements as a Chrome River Navigator
* Provide logistical and AV (zoom) support for departmental meetings, seminars, and events.
* Interpret complex instructions to facilitate a smooth and well-coordinated work environment. Anticipate conflicts and present potential solutions.

General Office and Research Building Management (25%)
* Maintain all building-wide office equipment and services (printers, copiers, shredding service) and common space supplies (office and kitchen supplies)
* Staff, maintain, and oversee the operations of the building dish room.
* Purchase office supplies and research supplies and services for faculty and their labs.
* Assist with the acquisition/transfer/disposal of equipment, as well as other space needs such as the set up of new labs in coordination with administrative leadership.
* Provide customer service and act as a resource for faculty, staff, and student needs. Explain policies and refer employees to appropriate staff to obtain assistance with questions.
* Make room reservations for the MICaB seminar series, faculty and ad hoc meetings.

Faculty Affairs (15%)
* Coordinate and assist with faculty searches and annual assessments of DMI faculty.
* Organize meeting materials and appointment files for the Head to ensure that he is well briefed and prepared.
* Ensure that required administrative processes are completed in a timely manner.

Undergraduate and Graduate Program Support (15%)
* Assist faculty with undergraduate course set up, room reservations, course materials and registrations.
* Assist faculty with providing student permission numbers
* Support faculty with any instruction needs, including exam materials, courier support, etc.
* Support Graduate Program Coordinator and Director of Graduate Studies during recruitment events and with programmatic activities.
* Provide logistical, advertising, and communication support for the MICaB Invited Speaker Seminar Series.

Event Management, Support and Planning (15%)
* Manage the planning, coordination, promotion and execution of departmental events such as the department annual retreat (in coordination and at the direction of the Director of Operations), faculty meetings, MICaB seminars and lectures.
* Contribute to planning and implementation of special events, such as identifying appropriate venues, selecting vendors and arranging catering.
* Coordinate travel and accommodation for visiting and on-campus guest speakers. Work with the Director of Operations to create schedules for visiting speakers and faculty if necessary.
* Create promotional materials for events and also coordinate materials for the day of the event.
* Manage and track event budgets and expenditures in consultation with the Director of Operations

All required qualifications must be included in the application materials

Required Qualifications:
* BS/BA degree or a combination of education and work experience to total four years
* Previous experience supporting leadership roles
* Strong organization skills
* In-depth experience using Microsoft Office, Google Office Products
* Strong attention to detail
Preferred Qualifications:
* Experience with PeopleSoft Financials and financial document processing
* Experience working with faculty in a higher education setting
* Prior University of Minnesota Experience
* Experience with CourseDog, advanced Zoom competency, Photoshop, website management

The Department of Microbiology and Immunology is a community of scholars committed to discovering and disseminating knowledge about the microbial world. Our interests and expertise encompass some of the most exciting areas of contemporary microbiology and immunology, ranging from the physiology and development of microorganisms, the molecular pathogenesis of infections, and fundamental aspects of immunity.

The University and its Medical School launched the Institute on Infectious Diseases (UMIID) to leverage its experience coming out of the COVID-19 pandemic. The U mounted an early and rapid response to that threat harnessing a range of expertise to find answers when they were needed most.

That experience taught us that this is not a "one and done" event, and that our array of diverse expertise at the U of M is well-suited to tackling this continuing challenge.

The Institute leverages partners across the U of M - including the Medical School's adult and pediatric infectious disease programs as well as researchers in immunology, microbiology, pharmacy, engineering in medicine, public health, veterinary medicine, and environmental science.

The University also features recognized policy and environmental leadership through its Center for Infectious Disease Research and Policy, and it's Institute on the Environment, as well as powerful expertise in biostatistics and "big data" analytics.

Pay Range: $21.00-$23.45/hour; depending on education/qualifications/experience

Time Appointment: 75%-100% Appointment

Position Type: Civil-Service & Non-Faculty Labor Represented Staff

Please visit the Office of Human Resources website for more information regarding benefit eligibility.

The University 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 Tuition Benefit Program
• 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
• Employee Transit Pass with free or reduced rates in the Twin Cities metro area

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 employ@umn.edu or call (612) 624-8647.

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

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

The University of Minnesota, Twin Cities (UMTC)

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.

At the University of Minnesota, we are proud to be recognized by the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of America's Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019, 2022).