Executive Office and Administrative Specialist- Department of Urology

at  University of Minnesota

All required qualifications must be listed on resume

Required Qualifications:

• High School Diploma/GED and four years of related office experience. Training/education may be substituted for some of the years of experience.
• Proficient in computer systems, excel, PowerPoint, Microsoft office, google calendar
• Previous experience with electronic medical record systems and electronic transcription equipment.

Preferred Qualifications:

• Administrative Assistant experience in a healthcare or academic environment
• Post-secondary education credits in related or general courses
• Experience with board certification
• Familiarity with promotion and tenure process

40% - Clinical and Administrative Duties for Department of Urology Physicians

• Coordinate and record all meetings and activities for Urology physicians.
• Manage and review physician google calendar weekly with physicians and director to note changes/additions.
• Coordinate and accurately manage multiple physician calendars including QGenda calendaring and other calendars
• Cancel/add clinics and OR block time for physicians according to policies.
• Open mail, sort accordingly.
• Answer phone calls promptly and triage or handle with superior customer service skills.
• Schedule, plan, and manage student, faculty, and visiting physician and professor observation requests for multiple sites
• Maintain files, including but not limited to computer files, photo files, and paper files.

40% - Academic Duties for Department of Urology Faculty

• Transcribe journal articles, journal reviews, manuscripts, and correspondence.
• Arrange travel per department policy and process.
• Maintain and keep current all physician documents such as passport, medical license, DEA certificate, board certifications, sub-specialty certifications etc.
• Organize itinerary and travel file and adhere to domestic/international travel process
• Submit receipts for reimbursement and maintain log of all expenditures and dollars received according to University travel and hospitality policy
• Track and record CME activities/update credentialing information/update Curriculum Vitae and prepare annual review and department metrics
• Compare literature searches as requested, utilize Manifold, Scopus, PubMed, etc
• Administratively support weekly academic conferences as requested
• Track, record, and maintain organization and society memberships for physicians as requested
• Manage, prepare and support physician promotion and tenure process
• Manage, prepare, and support MOC Board certification and re-certification process
• Handle bill pay and purchasing in a timely manner while also adhering to University of Minnesota policies

20% - Serve as a Liaison for Requests, Policy/Procedure Questions, and Problem Resolution

• Work quickly and with little direction and instruction on assignments and projects as requested
• Manage and coordinate search committee process support, visiting professors, and other department events as requested
• Work with attorneys to schedule meetings, dispositions, and trial appearances including but not limited to initiating appropriate billing charges and collecting charges for services desired.
• Act as department resource including front desk coverage when needed.

Salary Range*: $22.71- $34.08

• Dependent on candidate’s education/expereince.

To learn more about the Department of Urology, please visit. med.umn.edu/urology.
Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will have the opportunity to complete an online application for the position and attach a 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)

40% - Clinical and Administrative Duties for Department of Urology Physicians

• Coordinate and record all meetings and activities for Urology physicians.
• Manage and review physician google calendar weekly with physicians and director to note changes/additions.
• Coordinate and accurately manage multiple physician calendars including QGenda calendaring and other calendars
• Cancel/add clinics and OR block time for physicians according to policies.
• Open mail, sort accordingly.
• Answer phone calls promptly and triage or handle with superior customer service skills.
• Schedule, plan, and manage student, faculty, and visiting physician and professor observation requests for multiple sites
• Maintain files, including but not limited to computer files, photo files, and paper files

40% - Academic Duties for Department of Urology Faculty

• Transcribe journal articles, journal reviews, manuscripts, and correspondence.
• Arrange travel per department policy and process.
• Maintain and keep current all physician documents such as passport, medical license, DEA certificate, board certifications, sub-specialty certifications etc.
• Organize itinerary and travel file and adhere to domestic/international travel process
• Submit receipts for reimbursement and maintain log of all expenditures and dollars received according to University travel and hospitality policy
• Track and record CME activities/update credentialing information/update Curriculum Vitae and prepare annual review and department metrics
• Compare literature searches as requested, utilize Manifold, Scopus, PubMed, etc
• Administratively support weekly academic conferences as requested
• Track, record, and maintain organization and society memberships for physicians as requested
• Manage, prepare and support physician promotion and tenure process
• Manage, prepare, and support MOC Board certification and re-certification process
• Handle bill pay and purchasing in a timely manner while also adhering to University of Minnesota policie