Administrative Associate 1- Exec. Asst.

Position Overview:

The Office of Faculty Affairs (OFA) serves over 5,000 faculty across 27 departments and is dedicated to cultivating a welcoming culture that drives excellence across clinical care, education, and research. OFA advocates the lifelong career development of faculty by providing a supportive working environment, meaningful guidance, effective training, and impactful resources.

The principal job responsibilities include: manage the processes and data related to faculty hiring and appointments, including departures, exit interviews, track transfers, leave requests, annual appraisals, emeritus requests, faculty governance committees. planning and implementing program and project administration, managing and executing confidential documentation, and developing and implementing communications for the myriad of office program offerings.

Job Duties/Responsibilities

30%: Leadership and external constituent support

• Support Medical School Vice Dean for Faculty Affairs, and Senior Director of Faculty Affairs administratively, manage highly-complex calendars including clinical, research, and administrative activities across multiple organizations.
• Liaison and administrative support for multiple committees.
• Develop, create, and implement curricular, survey, scheduling and evaluation of programs; use detailed knowledge of design to develop and create presentation and marketing materials for leadership and programs, adhering to university policy.
• Extensive knowledge of Microsoft Office Suite and Google Applications to analyze, develop, create and implement project management procedures to ensure timely responses and routing in connection with the 27 medical school departments' appointments, appraisals, and university policy-related documents for over 5,000 faculty and their administrative staff teams.
• Collaborate and communicate with organizations throughout and outside the University to include: Medical School Dean's Office, Office of the Executive Vice President and Provost, University of Minnesota Physicians, MHealth Fairview, Health Sciences, and affiliated hospitals.
• Management of complex projects with multiple stakeholders from locations in and outside the university including lectureship series, seminars, workshops and orientations.

30%: Faculty Recruitment and Hiring

• Manage and facilitate the processes related to faculty hiring and appointments, including departures, exit interviews, track transfers, leave requests, annual appraisals, and emeritus requests.
• Manage the leadership recruitment process including scheduling interviews and appointments, and communicating with leadership stakeholders, HR members, committee chairs and members on search and interview process and materials.
• Serve as a main point of contact for candidates during the recruitment and onboarding process, liaising with stakeholders within the Medical School to respond to questions that arise.
• Coordinate and manage the Medical School new faculty orientation, offered three times per year.

20%: Governance, policy and procedure

• Demonstrate expert communication and interpersonal skills to interact diplomatically, navigate and manage highly delicate and confidential matters concerning Medical School Faculty (5000+), relating to appraisals, disciplinary actions and other issues to determine next steps. Maintain equanimity in the face of resistance or contrary opinions.
• Research and develop formulas to render and interpret data in collaborations with Human Resources, and Office of Medical Education in support of Dean's Office initiatives, such as appointment, appraisal and demographic information.
• Manage highly complex faculty governance matters relating to the Medical School Bylaws and Constitution. Cross-reference multiple data sources in compliance with Medical School and University policy, advise, recommend, manage, and promote constitutional policy and bylaws; manage and prepare ballots, analyze University Senate vote outcomes and integrate same with Faculty Advisory Council (FAC), communicate with elected faculty and affiliate organizations to recommend and ensure representation at the Faculty Advisory Council, and consult and advise leadership and stakeholders on Medical School and University policy and procedure.

20%: Communications

• Collaborate with leadership to develop, draft and implement policy and communications on behalf of the Vice Dean for Faculty Affairs in the Medical School.
• Speak with faculty, leadership and staff with clear and meaningful insight, oftentimes in public forums.
• Delegate responsibilities to student staff relating to planning, staffing and execution.
• Develop content and update web and email communications.

Required Qualifications:

• Bachelor's Degree or a combination of education and professional experience to equal four years.
• Computer experience in a networked environment, including experience with Microsoft Office Suite and Google Education Applications.
• Expertise with database management.
• Demonstrated ability to work as part of a team, but also able to work independently.
• Experience organizing and prioritizing multiple requests/tasks.
• Demonstrated discretion and ability to maintain confidentiality.
• Ability to work flexible hours when necessary.
• Experience developing, creating and maintaining SmartSheets; to include intermediate level understanding of spreadsheet functions and formulae.

Preferred Qualifications:

• Excellent interpersonal skills; demonstrated ability to work and communicate productively with faculty, staff, and internal and external constituents.
• Excellent writing and editing skills, in order to create program materials, write drafts of various communications, and reports.
• Ability to manage and prioritize a diverse range of responsibilities and projects, and produce timely results in an unstructured, fast-paced environment.
• Ability to work independently, creatively and collaboratively in a fast-paced environment.
• Demonstrated experience with electronic communications, including experience writing for the web, and other technical communications.

The Office of Faculty Affairs in the University of Minnesota Medical School is dedicated to helping faculty find the information and resources that they require. Our mission is to strengthen the life-long career development of faculty, the development of effective leaders, and the vitality of a diverse faculty body.

For more information please visit our website: https://med.umn.edu/facultyaffairs

Pay Range: $31.25 per hour ($65,000 annually); depending on education/qualifications/experience

Time Appointment: 100% Appointment

Work Location: Hybrid

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

While our salary ranges provide a framework, it is important to note that most of the
time, the initial pay may not reach the maximum of the range. This approach ensures
that compensation reflects the value and unique contributions of each candidate while
maintaining equity within our organization. As part of our commitment to fair and
equitable compensation, please be aware that the salary offered to incoming candidates
will be based on their individual credentials and experience.

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 Forbes as a Best Employer for Company Culture (2026), Best Employer for Women (2023), and Best Employer by State (2022-2026). In 2026, we also received Culture Excellence & Industry Awards recognition for employee appreciation and work-life flexibility.