Job ID361184 LocationTwin Cities Job FamilyAdministration-General Full/Part TimeFull-Time Regular/TemporaryRegular Job Code7208A1 Employee ClassCivil Service About the Job Summary The Department of Microbiology and Immunology is seeking a highly organized and detail-oriented Administrative Associate 1 Supervisor to provide essential administrative support to the Department Head, Director of the University of Minnesota Institute on Infections Diseases (UMIID), Department Administrator, and undergraduate teaching faculty. The incumbent in this position will serve as the primary point of contact and liaison for the department, interacting with University administration, faculty, staff, students, and external agencies. This role requires strong communication skills, the ability to interpret and communicate results effectively, and excellent event planning and organization capabilities. Position Responsibilities 50% Assist the Department Head Manage and maintain the Department Head's calendar. Research various types of information to prepare the department head for meetings, conferences, and events. Interpret complex and potentially conflicting instructions to facilitate a smooth and well-coordinated schedule. Anticipate conflicts and present potential solutions. Take minutes at monthly faculty meetings, as well as send out the agenda and minutes to the faculty. Assist with the preparation and electronic submission of scientific manuscripts, journal, grant reviews, and book chapters. Maintain the Department Head and UMIID Director's CV and draft correspondence as directed by the Department Head or the Administrator. Oversee communications on behalf of the Department Head and Department Administrator via departmental website, digital board, email, and face-to-face interactions. Review, analyze, develop and recommend changes to department processes to the Department Head and Department Administrator. 35% General Administrative Support to the Department and Department Administrator Serve as first point of contact for questions. Assist with undergraduate course set up, room reservations, materials and registrations, assist students with permission numbers. Work with the MNPI Finance team to process financial documents and purchasing as assigned. Assist faculty principal investigators (PIs) and the Administrator with the acquisition/transfer/disposal of equipment, as well as other space needs such as the set-up of new labs. Work with Research Building Management Services (RMBS) and Department Administrator to coordinate building administrative support and to bring issues to the attention of RBMS. Maintain Microbiology Research Facility common area spaces, copiers, supplies, etc., or oversee a student worker to do these tasks. Support the Department Administrator with various tasks as assigned by the Administrator. Serve as the A/V assistant for hybrid faculty meetings (meetings that are via Zoom and in person), as well as for the MICaB seminar series and other ad hoc meetings or events. Provide customer service and administrative support as assigned, act as resource person for questions and faculty/student needs, explain policies and refer employees to appropriate staff to obtain assistance with questions. Make room reservations for the MICaB seminar series, faculty and ad hoc meetings, and undergraduate courses. 10% Event Management, Support and Planning Manage the planning, coordination, promotion and execution of departmental events such as the department annual retreat (in coordination and at the direction of the Department Administrator), faculty meetings, MICaB seminars and lectures. Contribute to planning and implementation of special events, such as identifying appropriate venues, selecting vendors and arranging catering. Responsible for presentations (handouts, set-ups, room reservation, contracts, catering, invitations, follow-up communications). Coordinate travel and accommodation for visiting and on-campus guest speakers. W rk with the Department Administrator to create schedules for visiting speakers and faculty if necessary. Create promotional materials for events and coordinate materials for the day of the event. Manage and track event budgets and expenditures in consultation with the Department Administrator. 5% Dishroom Attendant and Student Worker supervision Supervise the MRF dish room attendant and fill in for them when needed. Supervise any students working in the department. Qualifications Required Qualifications: BS/BA degree or a combination of education and work experience to total four years Previous experience supporting leadership roles Strong organization skills In-depth experience using Google Office Products Preferred Qualifications: Experience with PeopleSoft Financials and financial document processing Experience working with faculty in a higher education setting Experience with grants preparation and management About the Department The UMN is a highly ranked robust basic science department that was recently recognized by the American Society of Microbiology for its centennial. It is the tenure home for 20 faculty members doing innovative research on microbes, including viruses, bacteria, fungi, and immune responses, and the intersection of the two. The department supports an all-University teaching mission that includes an undergraduate BS in Microbiology, foundational courses for the Microbiology, Immunology and Cancer Biology Graduate Program. UMIID is a multi-departmental research institute that will use a multidisciplinary and comprehensive approach to address diseases of pandemic or epidemic potential. The vision of UMIID is to bring faculty members together from across the University of Minnesota to support basic, translational, clinical, or population-based research on zoonotic viral infections, antibiotic resistance, microbial immunology, HIV medicine, and molecular surveillance of emerging pathogens. Benefits Working at the University At the University of Minnesota, you'll find a flexible work environment and supportive colleagues who are interested in lifelong learning. We prioritize work-life balance, allowing you to invest in the future of your career and in your life outside of work. The University also 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 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) Financial counseling services Employee Assistance Program with eight sessions of counseling at no cost with free or reduced rates in the Twin Cities metro area Please visit the for more information regarding benefits. How To Apply Applications must be submitted online. To be considered for this position, please click the Apply... For full info follow application link. 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.