Purchasing & Special Projects Coordinator (Administrative Associate 1)- Department of Otolaryngology

This position provides high-level administrative and financial support to the Department of Otolaryngology-Head & Neck Surgery. The role serves as a central point of coordination for
departmental operations, including front-office support, travel and event coordination, and facilities and equipment oversight. This position requires a strong ability to prioritize work. In addition, the position supports department purchasing and financial processes by coordinating procurement activities, providing guidance to department staff on high-level purchasing procedures, reconciling expenses, maintaining vendor and purchasing documentation, and assisting faculty and staff with university financial systems and policies. This position monitors financial activity related to research and departmental initiatives and supports operational projects and events in collaboration with the Department Administrator.

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 needs of the department and the other priorities for workplace flexibility.

Department Administrative Support- 60%

• Independently analyze and respond to complex inquiries from faculty, staff, and external stakeholders, applying expert knowledge of departmental operations, institutional policies, and university systems to provide solutions and guidance regarding the three missions of the Department: education, research, and clinical service.
• Serve as the primary resource for faculty, residents/fellows by coordinating travel in accordance with university policies and procedures for meetings, conferences, and speaking engagements (airline reservations, hotel reservations, and meeting registration), and submit travel and miscellaneous expenses for reimbursement.
• Act as a resource for facilities management issues, copier services, and clinical courier services.
• Independently draft and prepare professional correspondence, reports, spreadsheets, and documentation; manage both internal and external records on behalf of department
  leadership.
• Manage and track memberships in professional organizations, proactively ensuring timely renewals and accurate records.
• Manage the coordination and logistical support of departmental conferences, meetings, and special events.
• Organize and maintain comprehensive records and file systems with attention to structure, accessibility, and confidentiality.
• Proactively adapt administrative approaches in response to shifting departmental priorities or programmatic changes.
• Collaborate closely with the Department Administrator for onboarding logistics for new faculty, including ordering lab coats and University of Minnesota business cards.
• Maintain a professional and friendly atmosphere at the department's main reception area.
• Oversee administrative logistical options (i.e., coordinates with the mailroom for FedEx deliveries).
• Manage departmental conference room schedules.
• Research and implement complex policies and procedures, and independently resolve problems/questions. Serve as local expert on department and UMN administrative policies and procedures.
• Coordinate special projects as assigned by the Department Administrator.
• Act as a representative of the department/administrator on specifically assigned matters.
• Oversee event-planning initiatives on behalf of the Department Administrator as assigned.
• Serve as backup to the Chair's Executive Assistant.
• Serve as backup to other department administrative staff as needed.
• Manage and coordinate staff events, including sign-in, name tags, food and beverage oversight, and on-site logistics.
• Management of department equipment in the department, schedule of regular
  maintenance calls as needed, and regular payment of vendors.
• Navigate complex problem-solving scenarios with independent decision-making and critical thinking.
• Represent, advocate, and lead for the needs of the department in cross-functional interactions, providing high-level support and insight.

Department Financial Support 40%

• Coordinate purchases, processes, reconciliation, and resources for department-wide financial initiatives.
• Provide high-level administrative support for department-wide procurement processes, including initiating purchase requests, monitoring order status, and maintaining purchasing documentation.
• Design, develop, and provide guidance to departmental staff on purchasing procedures, reconciliation processes, and the use of university financial systems.
• Design and recommend training on the purchasing process.
• Interpret and apply university administrative policies and procedures related to procurement and financial transactions.
• Research and resolve routine purchasing questions and issues.
• Serve as local expert for UMN administrative policies and procedures.
• Manage purchasing logistics for faculty research activities by assisting with procurement requests, tracking timelines for purchases, and communicating with faculty and research support staff to ensure purchasing needs are met.
• Conduct analysis and consult with the Department Administrator and other relevant department staff on how to improve inefficiencies and effectiveness of daily unit business
  operations to best align with overall department goals.
• Provide administrative support for research-related purchasing processes, including updating financial chart strings in department systems (e.g., REDCap), coordinating with pre- and post-award staff, and tracking key deadlines related to financial activity
• Generate purchasing and expenditure reports for faculty with sponsored projects to support budget monitoring and post-award financial review processes.
• Serve as departmental administrator for the Emburse expense management system, providing guidance and support to faculty and staff using the system.
• Prepare and maintain purchase orders and related documentation, including researching vendor information and coordinating with the Department Administrator as requested.
• Oversee and coordinate vendor relationships by maintaining vendor records, facilitating contract initiation processes, and supporting vendor communication for departmental
  purchases.
• Manage the financial coordination of departmental events and special projects, including vendor coordination, purchasing logistics, and expense tracking.
• Process purchasing card (PCard) transactions and ensure timely reconciliation and documentation for department-wide expenses.

*Required qualifications must be listed on resume.

Required Qualifications:

• BA/BS or a combination of related education and work experience to equal four years.
• Applies knowledge and skills to a recurring task or activity with emphasis typically on precision and timeliness of execution.
• Demonstrated organizational skills with the ability to meet strict timelines.
• Commitment to a high level of confidentiality and professionalism.
• Excellent verbal and written communication skills with a demonstrated track record of clear and timely responses.
• Demonstrated ability to learn, interpret independently, and apply a variety of complex policies and procedures.
• Proficiency in the use of specific technology, including Google Applications (Gmail, Calendar, Docs, Forms, Chat) and Microsoft Office Suite (Word, Excel, PowerPoint).

Preferred Qualifications:

• Experience with University of Minnesota computer systems (Emburse, EFS, Works, etc.)
• Experience working within a team environment, and contributions to the development of best practices.
• Experience with REDCap and/or Smartsheets.

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

• Committed to innovation and diversity, the Medical School educates physicians, scientists, and health professionals; generates knowledge and treatments; and cares for patients and communities with compassion and respect. We value excellence, inclusiveness, collaboration, and discovery.
• The mission of the regional campus located in Duluth is to be a national leader in improving healthcare access and outcomes in rural Minnesota and American Indian/Alaska Native (AI/AN) communities. In partnership with CentraCare, the regional campus in St. Cloud offers a wide range of patient experiences throughout students' education in Greater Minnesota and prepares them to become exceptional clinicians and leaders for rural and immigrant populations
• Founded in 1888, the University of Minnesota Medical School has three campuses. A four-year MD program and the MD/PhD program are located on the Twin Cities campus in addition to MD programs at regional campuses in Duluth and St. Cloud.
  

Pay Range $25.00- $29.80 an hour ($52,000-$62,400 annually); depending on education/qualifications/experience

Time Appointment: 100% Appointment

Position Type: Civil-Service & Non-Faculty Labor Represented Staff

Please visit the Office of Human Resources website for more information regarding benefit eligibility.

The University 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 Regents Tuition Benefit Program
• 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) opportunity
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost
• Employee Transit Pass with free or reduced rates in the Twin Cities metro area

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will be given the opportunity to complete an online application for the position and attach a cover letter and resume.

Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.

To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-8647.

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

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

The University of Minnesota, Twin Cities (UMTC)

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.

At the University of Minnesota, we are proud to be recognized by the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of America's Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019, 2022).