Administrative Associate 1 - Department of Microbiology and Immunology - Military Veterans

This position provides administrative support to the Department of Microbiology and Immunology (DMI) and the UMN Institute on Infectious Diseases (UMIID). DMI is an established basic research department in the Medical School offering both graduate and undergraduate degrees. UMIID is a new collaborative research institute in the Medical School that will be growing quickly in the coming months and years. DMI is proud to serve a diverse population of not only faculty, students, and staff, but also interacts with a wide and varied group of internal and external constituents. The successful candidate will need to work well across these diverse communities. The person in this role will need to work in person the majority of the time, with flexibility for hybrid work determined by the Director of Operations and Department Head.
The Administrative Associate 1 is the first point of contact for the department to University administration, faculty, staff, and students, as well as outside agencies.

Support DMI and UMIID Admin Leadership (30%)
At the direction of department leadership, research various types of information to prepare the department head for meetings, conferences, and events.
Maintain the Department Head and UMIID Director's CV and draft correspondence as directed by the Department Head or the Director of Operations
Review, analyze, develop and recommend changes to department processes to the Department Head and Director of Operations.
Provide staff support to faculty committees. This includes scheduling committee meetings, taking meeting notes, following up on action items, and convening the committee at the direction of committee chairs or the department head. It may also include conducting research and disseminating critical information to the committee and sending communication on the committees' behalf.
Support DMI faculty with reimbursements as a Chrome River Navigator
Provide logistical and AV (zoom) support for departmental meetings, seminars, and events.
Interpret complex instructions to facilitate a smooth and well-coordinated work environment. Anticipate conflicts and present potential solutions.

General Office and Research Building Management (25%)
Maintain all building-wide office equipment and services (printers, copiers, shredding service) and common space supplies (office and kitchen supplies)
Staff, maintain, and oversee the operations of the building dish room.
Purchase office supplies and research supplies and services for faculty and their labs.
Assist with the acquisition/transfer/disposal of equipment, as well as other space needs such as the set up of new labs in coordination with administrative leadership.
Provide customer service and act as a resource for faculty, staff, and student needs. Explain policies and refer employees to appropriate staff to obtain assistance with questions.
Make room reservations for the MICaB seminar series, faculty and ad hoc meetings.

Faculty Affairs (15%)
Coordinate and assist with faculty searches and annual assessments of DMI faculty.
Organize meeting materials and appointment files for the Head to ensure that he is well briefed and prepared.
Ensure that required administrative processes are completed in a timely manner.

Undergraduate and Graduate Program Support (15%)
Assist faculty with undergraduate course set up, room reservations, course materials and registrations.
Assist faculty with providing student permission numbers
Support faculty with any instruction needs, including exam materials, courier support, etc.
Support Graduate Program Coordinator and Director of Graduate Studies during recruitment events and with programmatic activities.
Provide logistical, advertising, and communication support for the MICaB Invited Speaker Seminar Series.

Event Management, Support and Planning (15%)
Manage the planning, coordination, promotion and execution of departmental events such as the department annual retreat (in coordination and at the direction of the Director of Operations), faculty meetings, MICaB seminars and lectures.
Contribute to planning and implementation of special events, such as identifying appropriate venues, selecting vendors and arranging catering.
Coordinate travel and accommodation for visiting and on-campus guest speakers. Work with the Director of Operations to create schedules for visiting speakers and faculty if necessary.
Create promotional materials for events and also coordinate materials for the day of the event.
Manage and track event budgets and expenditures in consultation with the Director of Operations

All required qualifications must be included in the application materials

Required Qualifications:
BS/BA degree or a combination of education and work experience to total four years
Previous experience supporting leadership roles
Strong organization skills
In-depth experience using Microsoft Office, Google Office Products
Strong attention to detail
Preferred Qualifications:
Experience with PeopleSoft Financials and financial document processing
Experience working with faculty in a higher education setting
Prior University of Minnesota Experience
Experience with CourseDog, advanced Zoom competency, Photoshop, website management