Administrative Associate 1 - Military Veterans

The Assistant to the Head of GCD & BioGen Operations Administrator is a pivotal role within the BioGen Center, which encompasses the Departments of Genetics, Cell Biology and Development (GCD) and Biochemistry, Molecular Biology, and Biophysics (BMBB). This role bridges high-level operational support, project management, and executive assistance across two departments, ensuring cohesive and efficient departmental operations. Unlike comparable positions typically supporting a single department, this role's dual-department responsibilities demand exceptional organizational acumen, strategic oversight, and the ability to adapt to the complex needs of a multi-departmental center.

Responsibilities:

65% GCD Administration and Project Management

Assistant to GCD Department Head: Manage Head's calendar, meeting preparation, documents, Department Head Dashboard website, strategic plan and priorities

Faculty Engagement: Lead planning and execution for faculty seminars, partner with leadership to execute faculty searches, annual reviews, and promotion and tenure processes, ensuring adherence to both the college of Biological Science and Medical School, and University policies. Manage Faculty Meetings and documentation

Committee Work: Collaborate with head and associate head to ensure committee memberships are documented, up-to-date and requisite meetings scheduled. Manage voting and other activities related to committee work

GCD Annual Review: Manage faculty annual review process and ensure proper documentation in collaboration with departmental, Medical School, College of Biological Science, and University policy

GCD Scheduling and Travel Coordination: Oversee/supervise the management of departmental meetings, seminars, and travel arrangements for faculty, visiting professors, and departmental activities

DBC Symposium: in collaboration with the Director of the DBC, budget, plan, organize, implement, oversee, and attend annual symposium

GCD Event Management: Direct logistics for key events, including departmental seminars, the annual DBC Symposium, and other high-profile functions

Developmental Biology Center Event Coordinator: Partnering with Director of DBC to lead planning, logistics, and execution of Annual DBC Symposium. Manage DBC web content

20 % BioGen Administration

BioGen Process Optimization: Analyze and improve administrative practices for faculty searches, annual reviews, and financial workflows across the Center

Cross-Departmental Coordination: Serve as the on-site office lead for BMBB and ensure seamless front-office operations for the Center

BioGen Financial Processing: Serve as a backup for reimbursement processing and purchasing, ensuring compliance with financial systems such as EFS/PeopleSoft and ChromeRiver

Biogen Event Management: lead and manage departmental events, coordinating logistics, materials, and communications; i.e., All Staff Quarterly Meetings, and other Center-wide events

BioGen Document and Data Organization: Maintain and organize Shared Google Drive for Center use; ensuring UMN owned data is properly maintained and stored according to University and other policy

BioGen Process Improvement: Analyze historical data and current Center administration practices to identify trends, inefficiencies, and opportunities for enhancement. Develop and implement best practices that streamline operations, optimize resource utilization, and drive continuous improvement in administrative processes relating to Annual Review, Promotion and Tenure, faculty searches, and overall center administration

Autonomy and Problem-Solving: Work independently to analyze challenges, propose solutions, and adapt to changing priorities with minimal supervision

Backup: operate as backup staff for BMBB assistant to the Head and Undergraduate Coordinator

10% Undergraduate Program Support

BioGen Program Coordination: Train and serve as backup for the Undergraduate Coordinator, supporting course scheduling, enrollment, classroom logistics, and instructor needs

BioGen System Administration: Oversee management of CourseDog system, resolving issues and ensuring accurate data entry.

5% Other Duties as Assigned

Cross-Functional Collaboration: Participate in initiatives across the BioGen Center and provide support as needed

All required qualifications must be included in the application materials

Required Qualifications:

BA/BS or a combination of related education and experience to equal 4 years

Demonstrated proficiency in Google Suite, Microsoft Office, and video conferencing tools.

Proven experience in event planning and financial processing

Strong organizational, interpersonal, and problem-solving skills

Proven ability to work independently and handle multiple concurrent projects.

Preferred Qualifications:

Experience with Canva, CourseDog, Adobe Creative Cloud, Drupal web content, and CRM tools

Familiarity with University systems and policies, including undergraduate administration, promotion and tenure processes

Previous experience supporting faculty searches in higher education

Advanced skills in graphic design, communication, and web content management

Strong customer service orientation and ability to collaborate effectively within a team

Experience managing a heavy calendar for a busy executive/academic leader