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Job ID360344 LocationTwin Cities Job FamilyAdministration-General Full/Part TimeFull-Time Regular/TemporaryRegular Job Code8208A1 Employee ClassCivil Service About the Job The Project and Operations Coordinator is responsible for leading and executing a variety of efforts for the Division of Hospital Medicine (DHM, z.umn.edu/dhm), the largest division within the Department of Medicine (DOM), which is the largest department within the University of Minnesota Medical School. This role is integral to managing a variety of efforts associated with administrative and operational functions for this new and growing division, which is on track to encompass nearly 80 common paymaster faculty over the coming months. Partnering closely with division leadership, faculty, and staff, as well as external business and health system partners, the individual within this position anticipates and executes on a multitude of vital activities associated with executive leadership support and administrative and operational efforts for this evolving division. The individual within this role will take initiative, ensure accountability and follow-through, establish, foster, and manage positive relationships, and facilitate and effectively manage expectations and competing and shifting priorities and needs. The selected candidate will have the opportunity to work in a hybrid environment (in-person and remote), with typical on-campus requirements of at least 1 - 2 days per week. Duties and responsibilities Operations and Project Coordination (55%) Plan, coordinate, and facilitate in-person, hybrid, and remote meetings, manage physical space, Zoom, audiovisual, and/or other logistics, create and disseminate agendas and slide decks, take attendance, capture and distribute meeting notes and action items, and ensure follow up on action items Coordinate, plan, and execute small and large scale gatherings and events including scheduling, location identification and reservation, agendas, coordination of food, gifts, and/or activities, and managing associated communications and outreach Manage or support onsite office operations such as replenishing office and kitchen supplies, organization, ensuring equipment is in working order, submitting and tracking facilities management requests, and facilitate various needs such as managing vendor relationships Manage keys, building and facility access, UCard, and other similar requests Monitor division's general email account and respond to or triage inquiries as appropriate Manage or support various one-time and ongoing projects such as faculty annual reviews, promotion and tenure, faculty mentoring and career development, diversity, equity, and inclusion efforts, CV maintenance, etc. Manage or support weekly division newsletter and annual report, collaborate with others to update and maintain the division's intranet, public website, internal documentation resources, etc., and conduct data validation, reconciliation, and clean up and help to maintain division records Provide back up coverage to other administrative and operational staff as needed Other projects and duties as assigned Executive Leadership Support (40%) Effectively manage the Division Director and other division leaders' calendars and schedules, managing complex and dynamic calendaring requirements and ensuring accurate and efficient time management Handle communications and access to the Division Director, triage emergent and significant issues by analyzing, prioritizing, escalating, and resolving appropriately Manage and process financial transactions for division leadership and ensure compliance with department and University policies within established deadlines Ensure that division and leadership goals and projects move forward, utilize various tactics to ensure that division leadership and others are accountable and execute on various tasks and action items Handle signature and routing of confidential, financial, and research-related documentation Oth r projects and duties as assigned Hospital Medicine Education Support (5%) Support administrative and operational needs for the division's educational-related activities including support of tracking of education and teaching roles and FTE's, and serving as a liaison between division and education teams to ensure effective communication and coordination of education-related efforts Collaborate with the education team and support division administrative efforts (e.g., meeting scheduling) in the operationalizing and administration of education-related programmatic efforts such as the launch of a fellowship program, education-related committees, etc. Support administrative efforts associated with Chief Resident instructor positions for the division Other projects and duties as assigned Qualifications Qualifications Required Qualifications BA/BS or a combination of related education and work experience to equal four years Prior administrative, operations, project management, project coordination, and/or clinical support experience Excellent verbal, interpersonal, and written communication skills Strong organizational skills, attention to detail, and ability to problem solve, anticipate needs, take initiative, and ensure accountability and follow-through Excellent interpersonal, customer service, and communication skills, commitment to fostering a diverse, equitable, and inclusive environment, and the ability to work well both collaboratively and independently Ability to work with confidential information and documentation Preferred Qualifications Experience in an academic health sciences, medical, or higher education setting Experience supporting executive-level leaders Experience managing complex meeting and scheduling arrangements Google Workspace, Microsoft Office, Zoom, and/or Smartsheet proficiency Experience with clinical scheduling and electronic health applications such as QGenda, Amion, and EPIC Benefits Working at the University At the University of Minnesota, you'll find a flexible work environment and supportive colleagues who are interested in lifelong learning. We prioritize work-life balance, allowing you to invest in the future of your career and in your life outside of work. The University also 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 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) Financial counseling services Employee Assistance Program with eight sessions of counseling at no cost with free or reduced rates in the Twin Cities metro area Please visit the for more information regarding benefits. How To Apply Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will... For full info follow application link. 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.