Job Description

Position Overview:
The Program Project Specialist provides administrative and general operations support to administration, faculty, and staff of the Department of Family Medicine and Community Health (DFMCH). The person in this position ensures smooth operations in the areas of administration, department purchasing, front office support, faculty annual processes, and technology needs of the department. This position also supports the coordination of events and departmental projects and initiatives.

The principal job responsibilities include the following: make departmental supply and technology purchases and maintain departmental PCard, identify vendors and negotiate services/contracts, assist in operational workflow and tracking of faculty annual review process, coordinate logistics of departmental meetings, maintain up to date department contact lists, serve as Department Facilities Representative - facilitating department space planning and usage including processing access requests, assist as needed with executive calendars, manage department wide parking validation system and requests, identify and implement systems to improve workflow and efficiencies.

The successful candidate will be proactive, reliable, and able to work both autonomously and collaboratively. The position requires a strong ability to prioritize work, outstanding communication skills, superior attention to detail and follow through, and the ability to multitask. This position is based out of Minneapolis, MN and is eligible for hybrid work dependent upon individual performance and organizational need, though some regular on-site work will be expected. Because the University of Minnesota is a land-grant institution that serves the state, residing in Minnesota is typically required.

Job Responsibilities:

30% Administrative Systems and Project Management:

Manage administrative projects for the department; create and maintain procedural documents.
Develop and manage systems for maintaining up to date departmental contacts, tracking and responding to new employees, changes in employee status, and employee departures.
Create and maintain shared, often confidential or sensitive documents and data, such as contracts and financial information.
Maintain departmental services with outside vendors and serve as primary contact.
Manage departmental off-site storage system, including inventory of content in boxes and destruction dates prompting review of files as needed.
Implement and revise department emergency protocol as needed and serve as Building Emergency Plan Representative.
Implement and maintain a system for tracking and responding to technology and access needs of new employees.
Facilitate faculty credentialing by serving as primary departmental contact, sending communications regarding provider enrollment updates, and monitoring completion of process.
30% Facilities & Equipment Management:

Manage and coordinate all aspects of facilities, equipment orders, moves, and renovations for the department including space planning & utilization, managing office/space assignments, overseeing moves and renovations, equipment disposal/salvage.
Serve as Department Facilities Representative (DFR)
Process telecommunications and facilities management requests.
Process door access requests, maintain inventory of keys, and conduct annual audit of access.
Create and send communications to staff and faculty related to facilities and building updates.
Represent the department at advisory committee meetings and disseminate necessary information.
Manage all space related expenses (i.e., computer and telephone service orders, furniture and equipment orders).
Create and execute an overall plan for computer resources to prioritize purchases, establish a roster of approved equipment and schedule for replacement or upgrading of equipment.
Maintain adherence to computer security/encryption policies of AHC and University.
Initiate computer purchases and access to networks and file groups for new users.
Provide guidance or resources for technical support as needed to departmental staff and faculty.
25% Departmental Purchasing and Administrative Support:

Hold Department P-Card and adhere to all policies related to secure use. Make departmental purchases, maintain records, and provide documentation for reconciliation.
Coordinate distribution of parking vouchers (maintain parking log, records, and accounts) and oversee departmental parking reimbursement processes.
Manage and order office supplies.
Assist with operations of the department front desk including providing backup coverage.
Hire, train, and supervise student workers for administrative support roles if needed.
Scan materials and prepare documents for archiving and monitor completion and accuracy.
Monitor conference room scheduling; maintain audiovisual equipment and train users.
Serve as key contact and key operator for office machines (copier, fax, postage meter, scale) and services (confidential shredding services, arrangements for outside copying of large projects).
Manage and oversee department email and sponsored accounts.
Act as key contact for department staff and faculty with policy and procedure questions.
15% Executive Support:

Assist Chair’s Assistant in administering the faculty annual review process, developing, implementing, and revising tracking systems and communicating with faculty regarding required documents and processes.
Coordinate logistics related to department events, committee meetings, and extended faculty meetings and handle details, including room reservations, monitoring expenses, catering, A/V, and materials.
Provide project coordination and clerical support to the Department Administrator, Chair’s Assistant and others as assigned.
Manage calendars, draft correspondence, organize management meetings and develop/distribute agendas and materials.
Other duties as assigned.
Qualifications
Required Qualifications:

High School Diploma/GED and five years related experience to include project management. Related education may be substituted for up to two years of experience.
Proficient in Microsoft Office Suite (Word, Excel, and PowerPoint), Google Suite, and Zoom.
Demonstrated ability to develop, maintain, and implement administrative systems and processes.
Demonstrated ability to work as part of a team, but also able to work independently.
Experience organizing and prioritizing multiple requests/tasks.
Demonstrated effective, professional oral and written communication skills.
Preferred Qualifications:

Excellent interpersonal skills; demonstrated ability to work and communicate productively with faculty, staff, and internal and external constituents.
Excellent written communication skills for creation of program materials, and drafting of various communications, and reports.
Ability to manage and prioritize a diverse range of responsibilities and projects and produce timely results.
Experience with pCard purchasing procedures.
Prior University of Minnesota experience.