Executive Office & Administrative Specialist: Department of Otolaryngology-Head & Neck Surgery

About the Job

• Bargaining unit consideration begins on March 2, 2026, and ends on March 9, 2026.
• This position will be performed in a hybrid work environment.
  • Work is performed in a planned split between on-site and remote locations.
  • The supervisor will determine the appropriate balance that meets the department's needs and other workplace flexibility priorities.
• This is a 40-hour-a-week position, 5 days a week.
  • The supervisor will determine the hours of work, which will fall during standard business hours (generally between 7 am and 6 pm).
• Overtime or consecutive Sunday work are not conditions of employment.

Financial System Support (80%)

• Attend classes and pass exams in order to become efficient in the following EFS duties:
  Financial Management Orientation, Chart of Accounts Overview, Chart of Accounts, Chart of Accounts Assessment, Basic Accounting, Bank Card Reconciliation, Receiving Purchases UPK, Supplier Inquiry, Manage Requisition s, Purchasing Goods and Services at the University of Minnesota, Using the University PCard, University Travel Card, Chrome River, Create Requisition s, Traveling on University Business, and Using the Reporting Center
• Add and update vendor information
• Create requisitions:
  • Voucher Contract for Professional Services (VCPS)
  • Quick Contract for Professional Services (QCPS)
  • Contract for Professional Services (CPS)
  • Performance Contract for Professional Services (PCPS)
  • Blanket Purchase Orders
  • Determine which supporting documentation must be attached in the requisition, i.e. PSIS forms, etc
• Manage travel authorization, cash advances, employee expense reimbursements, travel or human subject payments, out-of-pocket subject payments reimbursements, travel reimbursements, and miscellaneous expense reimbursements in Chrome River
• Receive purchases
• Utilize Red Cap database to manage department purchasing requests
• Act as a liaison to SAC accounting/finance team
  • Oversee all forms submitted to SAC, including hospitality forms, purchase orders, and PSIS
• Initiate vendor set up and manage vendor inquiry
• Purchase supplies from UStores on behalf of the Department of Otolaryngology faculty and staff
• Reconcile procurement card
• Review and submit department invoices for payment to Medical Cluster
• Order office supplies for the department
• Serve as a resource to Department faculty and staff regarding financial systems questions or concerns
• Ensure transactions are resolved in a timely manner. Communicate updates to faculty and staff regarding the status of requisitions, reimbursements, payments, etc.
• Ensure all information submitted is accurate, and in accordance with University policy
• Keep detailed records of financial transactions
• Monitor the department purchasing email

Administrative Support for Faculty, Residents, and Staff of the Department of Otolaryngology (20%)

• Triage phone calls for the Department of Otolaryngology, which includes answering and triaging phone calls regarding three missions of the Department: education, research, and clinical service
• Act as a resource for facilities management issues, copier services, and clinical courier services
• Compose and prepare correspondence
• Assist with department weekly conferences and events
• Assist in facilitating and ordering lab coats, UMN business cards
• Copy and fax documents - Maintain a professional and friendly atmosphere at the department's main reception area
• Coordinate US mail with the mailroom, Fed Ex deliveries, etc
• Schedule and maintain departmental conference rooms
• Special projects as assigned by the Department Administrator

This position is not eligible for H-1B visa sponsorship.

* All required qualifications must be listed on resume

Required Qualifications:

• High School Diploma/GED and four years of related office experience. Training/education may be substituted for some of the years of experience.
• Experience with EFS or other electronic financial systems
• Demonstrated organizational skills, strong attention to detail
• Experience with Microsoft Office applications, google and various other software applications
• Excellent written and verbal communication skills
• Experience coordinating, organizing, and prioritizing multiple office functions and office projects within a fast-paced environment

Preferred Qualifications:

• Experience in an academic healthcare environment
• Experience working independently and as part of a team
• Exposure to Red Cap and Smartsheets
• Provides excellent customer service in-person and on the phone
• Experience preparing, drafting, editing, and proofing correspondence and documents for electronic submission
• Possess knowledge of standard office equipment

To learn more about the Department of Otolaryngology-Head & Neck Surgery, please visit: med.umn.edu/ent

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