Administrative Associate - Operations Coordinator

About the Job

Overview:
The Department of Emergency Medicine at the University of Minnesota Medical School is a rapidly growing department. This position is a critical coordination role for academic, clinical and research efforts of the department. This is a hybrid position with negotiable time on campus mostly in the 717 building on Delaware Street S.E. The position will provide operational and administrative support and may include mentoring or guiding student employees or project teams.

This position may also provide administrative support to other Divisions within purview of our administrative team. More information will be discussed in the interview.

Departmental Administrative Support - 45%

• Exercises independent judgement using for a wide variety of inquiries as the first point of contact for faculty, staff, students, and other medical school constituents, utilizing knowledge of University, Medical School, Departmental and Division policies.
• Develops and oversees administrative and operational workflow for assigned program/project.
• Independently manage general operations including, budget and billing, procurement, communications, facilities, and space requests.
• Conducts analysis and makes recommendations to improve efficiencies and effectiveness of business operations to best align with overall departmental goals and objectives.
• Manage, with a high level of attention to detail, the calendars of the leadership in the department.
• Manage facilities and space requests.
• Manage computer and device inventory for the department.
• Oversee division website content for Department of Emergency Medicine, M Health Fairview, and University of Minnesota Physicians.
• Plan and assist with Education, including planning biannual events for medical students interested in Emergency Medicine.
• Identify and resolve straightforward problems using standard procedures.
• Identifies problems and all relevant issues in straightforward situations, assesses each using standard procedures.
• Plan annual faculty meetings.

Clinical Support - 25%

• Plan monthly provider meetings.
• Run reports for monthly provider hours, and assist the Department Administrator and Director of Physician Scheduling.
• Work with payroll for overages, one-time payments, and casual physicians.
• Help with scheduling for UMMC ED Leadership, including the Senior Medical Director, the Medical Directors for the East and West Bank EDs, the Assistant Medical Director/Director of Informatics, the Director of Physician Scheduling, and other leadership positions as the department and practice grow.

American Heart Association - 20%

• In collaboration with other departmental staff, coordinates administrative aspects of BLS/ACLS/PALS courses for more than 300 students a year (more than 65 class sessions). This includes scheduling, verification of completion, issuing electronic certification cards, and updating internal student compliance databases.
• Support in-person sessions with equipment set up, registration and other duties.
• Maintains materials and AHA inventory of online course keys, distributing and monitoring key completion and trouble-shooting issues.
• Invoices, tracks and reports on internal and external payments working with departmental accounting staff.
• Cross train with Fellowship/Faculty Coordinator and Clerkship Coordinator to manage other EMMD courses as needed.
• Prepares reports and ensures they meet University and AHA guidelines.
• Develop and make recommendations to improve efficiencies and effectiveness of student course management.
• In collaboration with the department administrator, review and build budgets for medical school courses.
• Develop and make recommendations to improve efficiencies and effectiveness of student course management.

Finance - 5%

• Manage and maintain a database of division financial records.
• Review, approve and process financial transactions.
• Manage Purchasing Card and complete month-end reconciliation through EFS.

Other duties as assigned within job description - 5%

• Support special projects and other duties as assigned.
• Assist with program or departmental planning and represent the unit/administrator on assigned matters when needed.

All…