Clerical/Admin - Administrative Assistant

Position Overview The Office of Faculty Affairs (OFA) serves over 5,000 faculty across 27 departments and is dedicated to cultivating a welcoming culture that drives excellence across clinical care, education, and research. OFA advocates the lifelong career development of faculty by providing a supportive working environment, meaningful guidance, effective training, and impactful resources. The administrative associate position will coordinate promotion and tenure efforts within the Medical School, and manage and develop new faculty development programs mapped within faculty development competencies. Responsibilities will include: planning and managing program administration, producing and executing confidential documentation, developing and strengthening relationships with faculty at affiliate locations, gather, compare and analyze data to make recommendations for programming and business efforts, developing and implementing strategic communication plans for the myriad of office program offerings, and delegating administrative tasks to student workers for completion. Job Duties/Responsibilities 60%: Promotion and Tenure Manage the Medical School annual promotion and tenure processes, training, committees, and cycles. Manage the ongoing abbreviated dossier processes for advanced rank faculty. Oversee department submission guidelines, processes, and deadlines. Work with faculty to consult on promotional readiness, and review scholarly activities with track criteria. Review faculty CVs for appropriate rank and track appointments. Work with individual faculty members to prepare promotional dossier materials in preparation for department and college level reviews. Facilitate department promotion and tenure review meetings, conducting the faculty vote on promotional candidates. Review promotion dossiers for content and format, serving as primary liaison with 27 departments for procedural and content accuracy. Manage and serve as administrative support for the promotion and tenure committees. Produce, edit, and review all communications on behalf of the Dean and committee chairs. Liaise and train departmental staff members. Schedule and facilitate annual training sessions for faculty and staff. 30%: Faculty Development Facilitate faculty development and mentorship programs, aligning within the faculty development competencies. Collaborate with subject matter experts to determine and recommend needs by assessing efficiency of delivery, communication and technology to enhance programming and implement new offerings; interpret data to forecast attendance. Recruit presenters, and facilitate the schedule of programs. Produce promotional materials for programs, adhering to university policy. Develop and create pre and post program materials in collaboration with faculty and presenters. Design, administer, and summarize evaluations for all programs. Coordinate and facilitate logistics and technology needs for all programs. 10%: Communications Collaborate with leadership to develop, draft and implement policy and communications on behalf of the Associate Dean for Faculty Affairs in the Medical School. Ability to speak with faculty, leadership and staff with articulate and meaningful insight, oftentimes in public forums. Delegate responsibilities to student staff relating to meeting planning, staffing and execution. Develop content and update web and email communications. Qualifications All required qualifications must be included in the application materials. Required Qualifications Bachelor's Degree or a combination of education and professional experience to equal four years. Computer experience in a networked environment, including experience with Microsoft Office Suite and Google Education Applications. Expertise with database management. Demonstrated ability to work as part of a team, but also able to work independently. Experience organizing and prioritizing multiple requests/tasks. Demonstrated discretion and ability to maintain confidentiality. Ability to work flexible hours when necessary. Experience developing, creating and maintaining SmartSheets; to include intermediate level understanding of spreadsheet functions and formulae. Preferred Qualifications Excellent interpersonal skills; demonstrated ability to work and communicate productively with faculty, staff, and internal and external constituents. Excellent writing and editing skills, in order to create program materials, write drafts of various communications, and reports. Ability to manage and prioritize a diverse range of responsibilities and projects, and produce timely results in an unstructured, fast-paced environment. Ability to work independently, creatively and collaboratively in a fast-paced environment. Demonstrated experience with electronic communications, including experience writing for the web, and other technical communications. About the Department The Office of Faculty Affairs in the University of Minnesota Medical School is dedicated to helping faculty find the information and resources that they require. Our mission is to strengthen the life-long career development of faculty, the development of effective leaders, and the vitality of a diverse faculty body. For more information please visit our website: Pay and Benefits Pay Range: $31.25 per hour ($65,000 annually); depending on education/qualifications/experience Time Appointment: 100% Appointment Work Location: Hybrid 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 While our salary ranges provide a framework, it is important to note that most of the time, the initial pay may not reach the maximum of the range. This approach ensures that compensation reflects the value and unique contributions of each candidate while maintaining equity within our organization. As part of our commitment to fair and equitable compensation, please be aware that the salary offered to incoming candidates will be based on their individual credentials and experience. How To Apply 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 View email address on click.appcast.io or call View phone number on click.appcast.io. Diversity 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: Employment Requirements 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. About University of Minnesota 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 Forbes as a Best Employer for Company Culture (2026), Best Employer for Women (2023), and Best Employer by State (2022‑2026). In 2026, we also received Culture Excellence & Industry Awards recognition for employee appreciation and work‑life flexibility. #J-18808-Ljbffr