Administrative Associate 1

Summary:

The BioGen Center (Departments of Genetics, Cell Biology and Development (GCD) and Biochemistry, Molecular Biology and Biophysics (BMBB)) is seeking a proactive and organized Administrative Associate 1 to support departmental operations and coordinate undergraduate programs. This role involves managing scheduling, facilitating communication among faculty and sta, and ensuring the smooth operation of undergraduate activities. The ideal candidate will have experience with Google Workspace, scheduling tools, and a background in administrative support within an academic setting. This position will support essential operations in the departments of GCD and BMBB. This role will provide scheduling support for the department heads of GCD and BMBB, coordinate undergraduate operations for both departments, and provide administrative support for department operations (seminars, events, and general administrative tasks).

Department Head Support - 15%
Manage the Department Heads' calendars, including scheduling in-person and online meetings
Liaise with department, collegiate, and university leadership relating to the scheduling of meetings, employing exceptional discretion, professionalism, independent action, and appropriate judgment.
Prepare and distribute meeting agendas, take minutes, and follow up on action items.
Maintain organized records and fi les in the Google Shared Drive
Utilize Google Workspace (Gmail, Calendar, Drive, Docs, Sheets) for communication, scheduling, and document management.
Process occasional expense reimbursements
Provide staff support for Monthly Meetings
Assist with Annual Faculty Review and Promotion & Tenure
Coordinate and Assist with Faculty Searches
* BioGen Administration - 55%
Departmental Seminars
Draft and send correspondence to speakers; make travel arrangements for visiting speakers; create and distribute itineraries; process honoraria and speakers' fees and travel expense reimbursements; and requisitions and invoice payments for meeting-related expenses
Work with the Director of Operations to create meeting schedules for visiting speakers and faculty if necessary.
Other Event Coordination
Coordinate with Leadership to assist with planning of 2 Annual Symposia and 2-4 other small receptions
Contribute to planning and implementation of events, such as identifying appropriate venues, selecting vendors and arranging catering.
Triage issues by analyzing, prioritizing, escalating, and resolving appropriately
Manage and track event budgets and expenditures in consultation with the Director of Operations
Other duties as assigned
* Academic Program Coordination: 30%
Coordinate course scheduling and room assignments in collaboration with faculty and associate head
Serve as a liaison between undergraduate students and faculty, addressing inquiries and providing information
Undergraduate and Graduate Program Support (15%)
Assist faculty with undergraduate course set up, permission numbers, and room reservations
Potential to support undergraduate TA assignments
Support Graduate Program Coordinator and Director of Graduate Studies during recruitment events and with programmatic activities.

Required:
Bachelor's degree or a combination of education and experience totaling four years.
Profi ciency in Google Workspace
Experience with executive scheduling
Strong organizational skills and attention to detail
Excellent written and verbal communication skills
Ability to work independently and collaboratively in a team environment
* Preferred:
Experience with Coursedog, CCS, and other University Software
Experience in an academic or higher education setting.
Familiarity with university administrative systems and processes
Knowledge of undergraduate program coordination
Experience with event planning

BMBB:

The department of Biochemistry, Molecular Biology and Biophysics is committed to understanding the molecular mechanisms of metabolic diseases and cancer; developing novel strategies in biocatalysis and biotechnology; and advancing knowledge through structural biology and molecular biophysics. We organize ourselves into research divisions with emphases on Chemical and Structural Biology, Metabolic and Systems Biology, Molecular Biology and Synthetic Biology and Biotechnology. We are housed in new buildings with state-of-the-art research and support facilities.

Pay Range: $55,000 - $70,000; depending on education/qualifications/experience

Time Appointment Category: 75%-100% Appointment (If job description above does not specify appointment or expected weekly hours, assume a 100% appointment.)

Position Type: Civil-Service & Non-Faculty Labor Represented Staff

Please visit the Office of Human Resources website for more information regarding benefit eligibility.

The University 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 Regents Tuition Benefit Program
• 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) opportunity
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost
• Employee Transit Pass with free or reduced rates in the Twin Cities metro area

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will be given the opportunity to complete an online application for the position and attach a cover letter and resume.

Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.

To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-8647.

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

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

The University of Minnesota, Twin Cities (UMTC)

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.

At the University of Minnesota, we are proud to be recognized by the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of America's Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019, 2022).