Program/Project Specialist

Overview:

This position is located in the Medical School Office of Faculty Affairs, providing support for faculty and academic affairs. The employee will provide management, coordination, knowledge, experience, and technical skills to ongoing and new projects.

Reports to:

Director, Office of Faculty Affairs

Duties/Responsibilities:

30%: Promotion and Tenure

• Manage annual promotion and tenure processes, training, committees, and cycles for annual promotion and tenure cycle.
• Manage the ongoing abbreviated dossier processes for advanced rank faculty.
• 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.

30%: Data Collection, Tracking and Analysis

• Manage and facilitate the process for data collection, tracking, reporting, and analysis related to faculty appointments, annual reviews, and annual activities with 27 departments.
• Prepare complex data analysis, reports, and dashboards of the data with various stratification related to rank, track, and demographic data.
• Verify, track, and monitor all data for completeness and accuracy.

20% Faculty Appointments

• Manage and facilitate the faculty appointment request process for faculty appointments with 27 departments.
• Monitor faculty appointment status as it relates to accreditation requirements.
• Prepare complex data analysis and reports of the data related to faculty recruitment, hiring, and retention efforts, along with demographic data.
• Manage the faculty annual review process.

20%: Interpersonal and Technical Communications

• Write, produce, format and edit business communications, forms, processes and procedures.
• Create and implement databases and forms for program implementation and evaluation, and tracking of requests and other miscellaneous data.
• Create and manage website content and updates.
• Facilitate training and process materials and reporting functionality within the Works faculty activity system.
• Attend meetings and events, take meeting notes, and assist as requested.

All required qualifications must be documented on application materials

Required Qualifications:

• High school diploma/GED and five years related experience to include project management. Coursework in a related field may be substituted for some years of experience.
• Computer experience in a networked environment, including experience with Microsoft Office Suite, Google Education Applications, Smartsheet, and Zoom.
• Experience developing, creating and maintaining spreadsheets.
• 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.

Preferred Qualifications:

• Excellent professional interpersonal skills; demonstrated ability to work and communicate productively with faculty, staff, senior leaders, and internal and external stakeholders.
• Excellent writing and editing skills, in order to create program materials, write drafts of various communications, and reports.
• Experience developing, creating and maintaining complex spreadsheets; to include an understanding of spreadsheet pivot tables, functions and formulae.
• 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.

The Office of Faculty Affairs and the Dean's Office in the University of Minnesota Medical School helps faculty find the information and resources they need. Our Mission is to strengthen and sustain an inclusive culture that promotes 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: https://med.umn.edu/facultyaffairs

• 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 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).