Program/Project Specialist

At the University of Minnesota's Department of Obstetrics, Gynecology & Women's Health, our mission is to transform women's health through groundbreaking research, innovative education, and world-class, compassionate patient care. We are committed to defining the future standard of care for those we serve while advancing health equity and social justice within our communities.

Join a High-Performance Administrative Team Behind our internationally recognized physicians, researchers, and educators is a high-performance team of administrative professionals and project/program specialists. We operate in a fast-paced, collaborative, and mission-driven environment where every operational detail matters. As a Program/Project Specialist, you won't just be managing schedules and logistics-you will be part of a critical infrastructure that supports our department and vital clinical divisions. If you are a proactive, detail-oriented professional looking to deliver exceptional administrative impact, we invite you to bring your talents to a team where your work truly matters.

Responsibilities/Duties:

Faculty Operations Management

• Provide primary administrative support for the Division of Gynecologic Oncology and their faculty/providers.
• Provide secondary administrative support for the Division of Maternal Fetal Medicine, the Division of Obstetrics, Gynecology, and Midwifery, the Division of Complex Family Planning and the Division of Urogynecology.
• Manage faculty calendars and schedule meetings, including making decisions on a daily basis regarding the faculty's electronic calendars.
  Provide support with composition, word processing, editing, and formatting correspondence, curriculum vitae, manuscripts/reviews/abstracts, bibliographies, grant paperwork and reports.
• Assist with travel arrangements for faculty (airline reservations, hotel reservations, and meeting registration) related to conferences and speaking engagements.
• Process finance transactions including expense payments, employee reimbursements, purchasing card transactions, and travel reimbursements.
• Special projects as assigned.

Clinical Operations Support

• Responsible for clinic and hospitalist schedules and data entry into scheduling software.
• Provide primary support for the Division of Gynecologic Oncology and their clinical practice.
• Provide back-up clinical support for the Division of Maternal Fetal Medicine, the Division of Obstetrics, Gynecology, and Midwifery, the Division of Complex Family Planning and the Division of Urogynecology.

Faculty Human Resources Administration

• Faculty Onboarding & Offboarding: Coordinate administrative onboarding workflows for incoming Gynecologic Oncology faculty; partner closely with the HR Coordinator to manage credentialing, space allocation, and initial scheduling setup, as well as offboarding logistics for departing faculty.
• Annual Faculty Review Process: Manage the administrative lifecycle for annual faculty reviews, including timeline tracking, dossier collection, scheduling review meetings, and ensuring all required evaluation metrics are completed and submitted.
• Promotion & Tenure (P&T) Dossier Preparation: Oversee the compilation, formatting, and tracking of formal dossiers for faculty promotion and tenure; serve as the administrative liaison with the HR Coordinator to ensure compliance with university guidelines and submission deadlines.

Departmental Program and Project support

• Assist with departmental events e.g. receptions, retreats, faculty/staff meetings.
• Manage department Zoom logistics, including hosting webinars, coordinating breakout rooms, and troubleshooting audio/visual technology and equipment for virtual and hybrid program events; navigate electronic medical records as required for administrative support.
• Assist with recruitment workflows and manage the logistical onboarding of new hires and offboarding of departing staff and faculty.
• Utilize AI Gemini to optimize administrative efficiency, including drafting initial communications, creating templates, summarizing meeting minutes, and assisting with project outlines.
• Serve as departmental and division information source, answering and triaging phone calls.
• Special projects as assigned.

Department Communications

• Contribute to the drafting and design of departmental announcements, newsletters, social media and promotional materials.
• Coordinate marketing and promotional communications for major departmental events, including receptions, retreats, and faculty/staff meetings.
• Provide digital and design support for the department website and related divisional web pages, including content updates, layouts, and data entry.
• Special projects as assigned.

All required qualifications must be documented on application materials

Required Qualifications:

• High School Diploma/GED and five (5) years of related office and administrative experience. Training/education may be substituted for up to two (2) years of experience.
• Computer experience using Google calendar and Gmail, MS Office (Word, Excel, PowerPoint, at a minimum) and maintaining calendars for multiple individuals.
• Ability to multi-task and prioritize in a fast-paced environment, work independently, show initiative, meet deadlines, and provide administrative support to multiple people.
• Collaboration and service-oriented, with a focus on supporting team members, department faculty, and the University at large

Preferred Qualifications:

• Excellent interpersonal and communication skills (written & verbal), with a strong ability to synthesize complex details clearly, adapt tone appropriately, and maintain high standards of professionalism across all communications.
• Exceptional organizational and problem-solving skills.
• Experience scheduling complex meetings with multiple participants using various electronic calendar systems and arranging event details
• Intermediate to advanced computer skills including proficiency with Microsoft Office and electronic calendars.
• Knowledge of and experience with electronic medical records, Zoom meeting platform management (including webinar hosting and breakout rooms), and audio/visual technology and equipment.

Pay Range: $52,000 - $60,000/year; depending on education/qualifications/experience

Time Appointment: 100% Appointment

Position Type: 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

While our salary ranges provide a framework, it is important to note that most of the time, the initial pay may not reach the maximum of the range. This approach ensures that compensation reflects the value and unique contributions of each candidate while maintaining equity within our organization. As part of our commitment to fair and equitable compensation, please be aware that the salary offered to incoming candidates will be based on their individual credentials and experience.

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will have the opportunity to complete an online application for the position and attach a 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 Forbes as a Best Employer for Company Culture (2026), Best Employer for Women (2023), and Best Employer by State (2022-2026). In 2026, we also received Culture Excellence & Industry Awards recognition for employee appreciation and work-life flexibility.

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.