Office Administrator, Blythe Brenden Children's Clinical Research Center

Develops, implements, evaluates and improves administrative processes within the Blythe Brenden Children's Clinical Research Center, an outpatient clinical research unit. Oversees daily operations and administratively supports research investigators and staff. Ensures a welcoming, friendly profile in the Center and is responsible for the professional and efficient operation of visit flow, including check-in and checkout procedures. Utilizes strong customer service skills and promotes family-centered care to meet the needs of all visitors/guests. Welcomes visitors, provides information about the Center, takes messages, and oversees the clinic lobby/patient waiting area. May assist with scheduling appointments and arranging accommodation or interpreter services needed for the participant visit. Additionally, the Unit Receptionist will be trained in basic clinical research tasks such as phlebotomy, vital signs collection, and EKGs to support research operations as needed.

The Blythe Brenden Children's Clinical Research Center is a newly designed and renovated outpatient clinic supporting clinical research activities for studies across multiple therapeutic areas. It is designed with the child and family experience in mind and provides a welcoming and supportive environment.

Duties/Responsibilities:

60% Operational Management of Clinic

• Under the guidance of Center leadership, develops, implements, evaluates, and improves administrative procedures for the operational management of the Blythe Brenden Children's Clinical Research Center, an outpatient clinic space dedicated to pediatric clinical research.
• Supports superior clinical research participant and family experience by greeting families upon arrival to the center, completing the check-in process, overseeing the visit flow, and ensuring their needs are met while in the space. May assist research staff with obtaining services while participants are in the unit (i.e., interpreter or nutrition services).
• Ensures Center waiting area is clean, orderly and inviting.
• Oversees visit flow and physical/clinical research space allocations (i.e., room and equipment utilization management).
• Demonstrates exemplary telephone etiquette skills. Manages phone systems, identifies and appropriately addresses caller needs. Obtains and routes messages.
• Administratively supports scheduling and billing processes.
• Develops and evaluates effectiveness of Center processes, making recommendations to leadership as needed to ensure optimal space utilization.
• Under the direction of Center leadership, creates and implements administrative operational best practices, policy and procedure, and processes and ensures adherence.
• Participates in the planning and execution of training sessions and maintains training records as applicable.
• Partners with research staff to ensure that all research participants and families have a positive experience in the space. Assists in escalating and resolving any issues in collaboration with research staff, as needed.
• Provides planning support, oversight and operational support for events as they relate to training, advocacy, outreach and donor relations for the Center.
• Identify and work with Center leadership to solve any issues as they relate to Center access or use.
• Under the direction of Center leadership, organizes and generates communication and marketing content to spread the word about research, services and educational opportunities provided by the Center.

20% Equipment and Supply management

• Develops and implements processes, and maintains records, for all clinic equipment, including temperature, maintenance and calibration logs.
• Works with vendors to ensure appropriate maintenance and calibrations are performed as required.
• Ensures appropriate training of research staff utilizing equipment. Maintains training records.
• Orders any necessary supplies and ensure appropriate supply levels are maintained.
• Maintains service agreements with vendors and make adjustments as needed under the direction of clinical research leadership.
• Works with University and Fairview offices for clinic needs, including provided services.
• Ensures appropriate linens are available at all times.
• Ensures all needed cleaning of the space is performed.

20% Administrative Support:

• Oversees day-to-day operations regarding Center research activities under the direction of Center leadership.
• Administratively manages new study intake process and coordinates the documentation and tracking of acceptance of new studies in the Center.
• Provides tours of the Center.
• Documents space/visit activity and supports maintenance of study and space use tracking tools (i.e., cloud-based software Smartsheet).
• Schedules and documents Center leadership meetings as requested.
• Supports invoicing process to ensure appropriate billing of space usage.
• Serves as the first point of contact for investigators and research staff for any questions or concerns related to the usage of center space.
• Supports the development and implementation of training initiatives and resources for caregivers and professionals that utilize Center.
• Performs basic clinical research tasks (i.e., EKG, phlebotomy, vital signs).
• Other duties as assigned.

Essential Employees:

The successful candidate will be designated as an Essential Employee. Essential Employees are expected to report to campus during a University State of Emergency (reduced operations or campus closure) unless specifically directed by the Department not to report or if directed by civil emergency or medical authorities not to report for health and safety reasons. As an Essential Employee, you must report to campus even if the closure is less than 3 days.

Work Location: West Bank- 2512 Building- Blythe Brenden Children's Clinical Research Center (In-Person)

All required qualifications must be documented on application materials

Required Qualifications:

• BA/BS plus at least two years of related experience or a combination of related education and work experience to equal six years
• Demonstrated strong interpersonal, relationship building and communication skills (both written and verbal)
• Experience working in an office and familiarity with standard office operations and equipment, including scheduling and clinic patient flow procedures
• Prior experience providing customer service to a variety of individuals
• Demonstrated ability to learn, interpret independently and apply a variety of complex policies and procedures
• Demonstrated organizational skills with the ability to meet strict timelines and perform multiple tasks with precision
• Commitment to a high level of confidentiality and professionalism
• Demonstrated ability of success in independent work and sound decision making; ability to examine issues from multiple perspectives, sharp eye for detail, ability to think creatively about issues, complex analytical skills and ability to accurately analyze possible repercussions for new policy to minimize negative consequences to affected stakeholders

Preferred Qualifications:

• Proficiency in the use of specific technology including Google Applications (Gmail, Calendar, Docs, Forms, Chat) and Microsoft Office Suite (Word, Excel, PowerPoint) and Smartsheet project management platform.
• Experience as receptionist in a pediatric outpatient clinic setting
• Proficiency in Phlebotomy
• Certification as a trained Medical Assistant

Pay Range: $60,000 - $70,000/year; 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:

• 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

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).

The University of Minnesota Medical School

Committed to innovation and diversity, the Medical School educates physicians, scientists, and health professionals; generates knowledge and treatments; and cares for patients and communities with compassion and respect. We value excellence, inclusiveness, collaboration, and discovery.
The mission of the regional campus located in Duluth is to be a national leader in improving healthcare access and outcomes in rural Minnesota and American Indian/Alaska Native (AI/AN) communities. In partnership with CentraCare, the regional campus in St. Cloud offers a wide range of patient experiences throughout students' education in Greater Minnesota and prepares them to become exceptional clinicians and leaders for rural and immigrant populations.

Founded in 1888, the University of Minnesota Medical School has three campuses. A four-year MD program and the MD/PhD program are located on the Twin Cities campus in addition to MD programs at regional campuses in Duluth and St. Cloud.