Job Description

This position is based out of Minneapolis, MN and is eligible for hybrid work from home and/or on campus work dependent upon individual performance and organizational need, though some regular on-site work will be expected. Because the University of Minnesota is a land-grant institution that serves the state, residing in Minnesota is typically required.

50% Ordering/Purchasing:

• Responsible for initiating and coordinating all orders for Ophthalmology and Visual Neurosciences research laboratories including, but not limited to, lab and office supplies, lab equipment, etc.  Work with centralized resources and staff to determine allowability, creation of a purchase order, and any contract review that may be necessary.
• Place purchase order requisitions, receive packing slips, match them to each order and enter them in the financial system for preparation for payment.  When appropriate, confirm receipt of capital equipment and provide information to central offices.
• Prepare paperwork to order prescription items for labs through Boynton.  As appropriate, work with RAR Veterinarian and vendors, as appropriate, to pick up animal medications.
• Work with labs and vendors when questions and issues arrive.
• Assist labs with problems that may arise with payment/budget/incorrect orders, etc., 
• Work in Chrome River to submit expense reimbursements for faculty, staff, and students.
• Use Procurement Card to pay for membership dues, publication fees, and other items as appropriate per policies and procedures.
• Oversee department's procurement cards (prepare, review, and assign funding sources).
• Serve as backup for Ophthalmology and Visual Neurosciences for roles listed above.

35% Research Administration:

• Onboard employees and students, orient to faculty, laboratories, and appropriate staff.
• Logistical support for new hire faculty, including moving equipment, reagents, animals, and onboarding their personnel.
• Act as first point of contact for lab faculty, staff, and students: answer phones, escort visitors into building, answer questions, etc.
• Prepare packages for shipment and sign for deliveries.
• Oversee and coordinate all issues and questions regarding the facility (Lions Research Building), for example air flow, heating and cooling, keys, etc.
• Coordinate remodeling of lab spaces with the input of the respective laboratory head, including obtaining quotes, scheduling, communicating with internal and external parties, and obtaining approval from the Department Administrator.
• Facilitate service for regular maintenance of equipment (i.e., laminar flow hoods) and for any equipment failures.
• Retrieve and copy requested journal articles. Schedule rooms as needed for meetings, conferences, etc.
• Work with movers to move obsolete items offsite to Re-Use as well as move items from other departments to our department.

10% Promotion and Tenure

• Work with Department and Faculty Affairs to guide faculty through the process of promotion.
• Prepare and review all documents to make sure they meet the Medical School criteria.
• Create online ballot via University of Minnesota Voting system send out to appropriate faculty members.
• Timely request of reference letters.
• Prepare documents for submission.

5% Grant Coordination:

• Administration of Training Grant; track students on training grant.
• Compile data, format tables. Arrange for yearly seminars (accommodations, travel, meetings, hotel, etc.).

All required qualifications must be documented on application materials.

Required Qualifications:

• High school diploma/GED and five years of related office and administrative experience. Some training/education beyond high school/GED may be substituted for experience.
• Excellent communication and interpersonal skills, both on the phone and in-person, to effectively and appropriately interact with a broad range of leadership, faculty, staff, students, suppliers, and the public at various levels.
• Broad based advanced experience with office support and electronic word processing, spreadsheet creation and manipulation, calendar and email programs, and basic accounting principles.
• Strong analytical and organizational skills with the ability to manage stakeholder priorities in a deadline-oriented environment.
• High attention to detail; follow detailed processes and ensure accuracy in documentation and data; ability to make a conscious effort to understand causes in addition to effects.
• Willingness to take initiative; self-starter who is organized and able to work without close supervision.
• Ability to lift and carry up to 25 pounds, travel between offices/buildings to carry meeting materials, mail and packages and set up for meetings.

Preferred Qualifications:

• At least one year of administrative support experience in a college/university or corporate medical setting.
• Proficiency and knowledge of Google G-Suite applications.
• Experience handling moves, arranging for long-term storage/retrieval of files, ordering equipment/computers and maintaining equipment records, working with computer services units and vendors on orders, maintenance contracts, troubleshooting problems with equipment or equipment orders/needs.
• Knowledge of University of Minnesota business procedures and policies.

About University of Minnesota Twin Cities

The University of Minnesota, founded in the belief that all people are enriched by understanding, is dedicated to the advancement of learning and the search for truth; to the sharing of this knowledge through education for a diverse community; and to the application of this knowledge to benefit the people of the state, the nation, and the world.

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