About the Position

The IEM Office Administrative Assistant reports to the IEM Office Manager and is responsible for providing administrative support to IEM leadership and staff. The Institute for Engineering in Medicine is an umbrella organization that administers support for the Institute for Engineering in Medicine, the Earl E. Bakken Medical Devices Center, the Center for Neuroengineering, Visible Heart Laboratories, and the ATP-Bio ERC. This position is hybrid, with onsite work at the IEM office at least 2 days per week.

Job Responsibilities:

45%: Financial Support

• Maintain current knowledge of relevant institutional policies, practices, and processes regarding staff and faculty
• Follow procedures for financial processes such as blanket POs, requisitions, and budget
• Help track technology inventory and order technology such as phones, tablets, computers, and display devices
• Process invoices, purchase orders, and reconciliation of purchasing card transactions via purchasing app and University financial system
• Enter employee reimbursement requests in the University financial system.
• Assist others with purchasing via PCard and purchase orders

35%: Administrative Support

• Help to draft responses to correspondence
• Provide non-routine and routine correspondence to Institute for Engineering in Medicine (IEM)
• Oversee inventory of supplies for internal programs
• Assist with office equipment management
• Manage meeting calendar for IEM Administrative Director
• Maintain conference room calendars
• Support IEM activities as needed, including but not limited to Clinical Immersion Program

20%: Project and Event Support

• Provide project support for IEM as needed
• Support departmental strategies and work with others to achieve departmental goals and objectives
• Provide administrative support and prioritize to ensure quality and quantity of work completion
• Administer registration process for Innovation Week and other relevant IEM-related events
• Assist with Innovation Week events
• Assist with computer inventory program

All required qualifications must be included in the application materials

Required Qualifications

• Experience in higher education or complex organization
• High School Diploma/GED and four years of related office experience, or a combination of related education and work experience to equal four years
• Computer experience with word-processing, spreadsheets, data entry, and manipulating data on inter-relational databases; proficient in Google Suite
• Experience with event planning
• Experience with office equipment maintenance
• Experience with scheduling for others or groups
• Ability to work independently and prioritize oneâ™s own work
• Able to effectively communicate both orally and in written communication
• Problem solving skills
• Demonstrated ability to function as part of a team and also be able to work independently

Preferred Qualifications

• Ability to work successfully as a team player
• Ability to organize and prioritize multiple tasks to meet deadlines
• DORS (Destiny One Registration System) experience
• EFS (Enterprise Financial System) experience with PCard (UMN Purchasing Card) and Chrome River reconciliation

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.

Connections working at University of Minnesota Twin Cities