Administrative Assistant / Program Support Specialist

Full job description All required qualification must be documented on application materials

Required qualifications
High school diploma/GED and four years of related office experience, including one year of demonstrated experience in working in an executive level support role. Training/education may be substituted for some of the years of experience. Demonstrated experience managing complex schedules and meetings with a high degree of organization, accuracy, and anticipation. Excellent written and oral communication, interpersonal, and organizational skills. Demonstrated experience working with individuals at all levels in an organization; must be a team player and able to work collaboratively with and through others. Comfortable with technology; excellent computer skills (Microsoft Suite and Google Suite), and experience independently performing basic troubleshooting. Demonstrated accuracy, attention to detail, excellent organizational skills, timeliness and ability to manage multiple requests. Flexible and comfortable with process improvement, ambiguity, and organizational change. Preferred qualifications
Proficiency with electronic calendars, and ability to assimilate new systems quickly. Experience in a research, academic or healthcare environment. Experience coordinating/partnering with city leaders and other local community leaders. Demonstrated ability to solve problems and handle confidential matters with discretion. Ability to work on a cross-functional team in a service-oriented environment. Working knowledge of PowerPoint, Google Suite, Zoho, and web-based data entry systems. Experience with Zoom or willingness to learn how to manage Zoom meetings. Experience with EFS or other electronic financial systems. Demonstrated ability of visual communication skills. Demonstrated experience working with sensitive and/or confidential information and documents, personnel information, and financial information. Demonstrated experience managing travel including expense tracking and the reimbursement process. Experience planning and/or supporting unit/departmental events, ex. location selection and set up, including all technology needs, working with caterers and menu/refreshment selection, assembling materials for distribution, creating attendance rosters/name tags, staffing registration tables, etc., including experience as the main contact for event planning. Demonstrated experience supporting internal unit/department communications, such as managing list-servs or distribution lists and membership databases; preparing messages or content of communications. The Administrative Assistant/Program Support Specialist provides dedicated administrative support to the CTSI Community Engagement to Advance Research and Community Health (CEARCH) core, the CEARCH Assistant Director, and contributes to CTSI's administrative operation as a member of the administrative staff team. CEARCH advances solutions to health issues important to all Minnesota communities by supporting bidirectional, authentic, research partnerships that address health inequities.


We are looking for someone who has the ability to work independently, take direction remotely, and work across teams to meet these support needs. The ideal candidate is experienced in the details of scheduling, financial tracking and reimbursements, meeting/event coordination, travel, and who provides high-quality customer service with internal and external partners. This position will also be a flexible administrative resource, with the potential for changing duties and responsibilities.


This position will report to the CTSI Administrative Team Manager and will receive primary work direction from the CEARCH Assistant Director. The position will be located in CTSI's offices at 717 Delaware.


Salary Range: $22.71 – $34.08 per hour


Duties and Responsibilities

CEARCH Administrative and Program Support (90%)
Work direction provided by CEARCH Assistant Director. Provide comprehensive administrative support. Establish processes to coordinate and prioritize work across a high volume of demands that are diverse in nature, and often conflicting. Key areas of administrative support include the following:
Administrative Support: Assist with the generation of reports, data entry in electronic tracking systems, creating presentations, preparation and distribution of documents or agendas, and capturing meeting notes. Maintain an interoperable database of CEARCH partners and collaborators to track activities and communication (i.e. ZoHo). Fulfill special project requests as needed to support core functions and operations. Calendaring Support: Demonstrate expertise in coordinating executive calendars and complex meeting schedules including responding to multiple availability requests, prioritizing requests, polling, assessing travel time between meetings, monitoring calendar for conflicting meetings, and actively scheduling meetings with staff and stakeholders, and anticipating needs. Meeting and Event Logistics: Manage logistics such as scheduling, event reservations, catering, conference call/technical arrangements, marketing and communications, data collection and entry, and supporting additional event needs. This may include presence at events and assisting with registration and on-site event needs. Financial Support: Reconcile Purchasing Card transactions, perform and manage online payments, community member compensation, requisitions, purchase orders, and check requests. For events, ensure accurate contracting for facilities, catering, facilitators, supplies, and technical arrangements. Travel Coordination: Manage all travel for University business including booking travel, logistics, meeting/conference registration, creating and processing expense reports, tracking expenses, and reconciling expenses for the CEARCH office. Program Support: Provide support across CEARCH workgroups, under CEARCH Assistant Director guidance, such as creating, formatting, and disseminating documentation; assistance with presentations; and solicitation of information Project management: Assist with planning and establishing work goals, tasks, timelines, and resources for various projects under CEARCH Assistant Director leadership. Creates and coordinates project communications. Documents, updates, and monitors work plans to ensure projects are on track. Follows up on project action items, as needed. Communications Support: Manage and update CEARCH Google Calendar, triage the CEARCH departmental email account, act as single point of contact, and effectively coordinate responses to requests with appropriate University or external offices. Collaborate with the CTSI Communications team to ensure web content is updated and accessible. CTSI Administrative Support Team member (10%)
Work direction provided by the CTSI Administrative Team Manager. The administrative staff team develops and implements team approaches and cross-coverage to ensure strong administrative support for the CTSI organization.
Contribute to, and collaborate with, CTSI's Administrative Operations Core, contributing to administrative projects, initiatives, and programs. Contribute to the CTSI Admin Team work coverage plan, providing back-up support to team members during absences and leaves. Collaborate with administrative and support staff across CTSI to promote a culture of collaboration and facilitate shared learning opportunities Assist with events/meetings and related logistics such as reserving rooms, catering, set-up, and breakdown. Process financial documents, such as reimbursements, p-card reconciliation, expense reports, etc. Other duties as assigned. Other duties as assigned.
The University of Minnesota Clinical and Translational Science Institute (CTSI) mission is to accelerate and improve clinical and translational science research, education and improve health. CTSI provides consultation, training, support, and services to researchers and research teams across the translational continuum. CTSI is part of the national, NIH-funded Clinical Translational Science Award (CTSA) program/consortium that works together to improve the efficiency, quality, and impact of clinical and translational research and science.
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The University of Minnesota, Twin Cities (UMTC)
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