Executive Assistant/Administrative Associate 2 Supervisor

This position coordinates and implements the operational obligations, communications, and outreach activities for the Office of the Head for the Department of Microbiology and Immunology (DMI) and the Director of 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. The Head's office 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.

Job Responsibilities:
Research Operations (25%)
* Provide administration support to the Head's research operation, including technical staff, graduate students, undergraduates, postdocs and research associates.
* Work with and coordinates investigators to develop and implement research designs, documentation (including reports), presentations, and outreach strategies.
* Responsible for secure building access in the Microbiology Research Facility, keys and keycards, lab safety training, and facilities issues; in order to ensure compliance with University regulations in a research environment, and resolving any problems or issues with facilities.
* Prepare and submit research protocols, including responses to IACUC/IBC stipulations.
* Assist with writing and submitting manuscripts, reviews, and grants.
* Supports pre-award sponsored project preparation and submission activities in conjunction with department accounting and research administrative staff.
* Collaborates with department accounting and research administration to oversee grant awards.
* Coordinate the movement of labs, personnel and/or equipment as necessary.
* Represent the lab on building facilities committees.

Daily Operations (25%)
* Provide direct staff support to the Head, employing exceptional discretion, professionalism, independent action, and appropriate judgment.
* Develops and implements new administrative initiatives, processes, and workflows to align with the college's policy and procedure.
* Coordinates meetings and establish priorities. Meetings and events can be high profile and with participants including University Presidents, Vice Presidents, Deans, other Heads and senior executives, donors, etc.
* Research various types of information to prepare for meetings, conferences, and events. Interpret complex and (at times) conflicting instructions to facilitate a smooth and well-coordinated operation.
* Manages overall office facilities and leads projects to implement space and equipment changes.
* Anticipate/identify conflicts and recommend potential solutions to the Head.
* Manage the planning and timely dissemination of program communications to stakeholders.

Special Projects (20%)
* Support special projects for the Department of Microbiology and Immunology and the UMN Institute on Infectious Diseases, including large interdisciplinary projects, grant submissions, and biannual metrics surveys (data collection and analysis). Serve as liaison between participating units and ensure that the project timeline is adhered to.
* Stay current with software updates used for the preparation of complex presentations and materials for publication and presentation.
* Assess status of projects including but not limited to accuracy, timeliness, quality, budgets and purpose and make/guide adjustments as necessary.
* Manage the planning and timely dissemination of project outcomes and communications, including research reports, to stakeholders.
* Draft/edit correspondence on behalf of the Department Head and the Director of Operations, reports, and other pertinent materials, keeping confidential information secure.
* Serve as liaison to various university departments, committees, and the community regarding requests for information and problem resolution.

Communications (15%)
* Participate in the Medical School Communicators Forum
* Maintain the websites for UMIID and DMI including posting news updates
* Together with the Director of Operations and the Medical School Department of Communications develop and implement comprehensive communication plans for DMI and UMIID including web, newsletters, social media, and alumni relations
* Collaborate with faculty to promote research successes, awards, and recognitions

Supervisory Duties (10%)
* Facilitate a collaborative work environment that fosters a team environment with respect, inclusion and opportunity and ensure all employees are treated professionally and fairly.
* Assist direct reports with attaining individual goals on an annual basis, conduct performance evaluations and meet regularly with staff to monitor progress; approve any absence and time requests.
* Treat all personnel matters in confidence, with professionalism, sensitivity and in a timely manner.
* Develop, conduct and manage training and professional development for direct reports to Department Head.
* Forge and maintain excellent working relationships with internal team and key staff, including delegating and gaining collaboration on projects and tasks as needed.
* Lead and manage a work environment that maximizes the talents of each person, and ensure that all direct reports understand performance expectations and hold self and others accountable for results.
* Ensure cross training with other departmental staff to provide adequate office coverage.

Additional Duties (5%)
* Manage administrative affairs including travel, scheduling and reimbursements.
* Provide additional administrative support to faculty members in the Department of Microbiology and Immunology.

All required qualifications must be included in the application materials

Required Qualifications:
* Bachelor's degree and a minimum of 2 years of relevant management experience including supervision and budgetary responsibility, or a combination of education and experience to total at least 6 years.
* Experience supporting a senior level position in a complex organization or extensive administrative experience in higher education.
* Demonstrated ability to make complex decisions, problem solve, practice hands-on management.
* Previous experience in a high-level environment determining priorities and handling confidential materials.
* Expert level skills in Microsoft Office Suite and Google Suite applications.
* Must work effectively in high-stress situations with multiple and changing deadlines.
* Excellent interpersonal, written, and verbal communication skills with a wide range of stakeholders.
* Must have acute attention to detail.
* Must have technical skills to prepare complex materials for presentations, scientific manuscripts & reviews, and grant applications.
* Ability to be self-directed and work autonomously on a daily basis with capability to manage multiple projects and collaborate with a diverse group of internal and external constituents.
* Commitment to diversity and inclusive excellence.
Preferred Qualifications:
* Advanced degree and/or experience in biological sciences or clinical sciences.
* Management experience in an academic or similar setting, ideally working directly with executive-leaders.
* Experience working under tight deadlines in a fast-paced office.
* Experience working with multiple and varied internal and external constituencies.
* Strong problem-solving capabilities and ability to see issues from a variety of perspectives.
* Demonstrated time management skills and ability to prioritize.
* Experience working with and applying University policies/procedures.

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: $25.72-$31.25/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).