Administrative Associate 1

Project Management and Technical Support: 45%

Manage and coordinate all aspects of facilities, equipment orders, moves, and renovations for the Division including:

• Manage office/space assignments.
• Coordinate moves and renovations.
• Manage all space related expenses (i.e., computer and telephone service orders, furniture and equipment orders).
• Process telecommunications and facilities management requests.
• Equipment disposal/salvage.
• Develop and review department emergency protocol and serve as Building Emergency Plan Representative.
• Act as the Lab safety officer for the Division of Physical Therapy
• Create and recommend an overall plan for Division supported computer resources to prioritize purchases, establish a roster of approved equipment and schedule for replacement or upgrading of equipment.
• Manage software purchases and approvals with the Office of General Council. Maintain a database of approved software.
• Ensure all research software and equipment funds are spent according to university policy.
• Maintain adherence to computer security/encryption policies of HST and University.
• Initiate computer purchases, and access to networks and file groups for new users.
• Assist with classroom technology and recording systems, including maintenance of user guides.
• Manage poster printing and oversee technical setup of poster displays during annual research event.
• Assist with outfitting and maintaining teaching and research labs: specify, oversee installation, and test new equipment for labs; assist with maintenance, calibration, and repair of lab equipment and tools as needed; provide training in proper use of equipment as needed.
• Ensure adequate supply support by purchasing all teaching and research lab supplies via Electronic Financial System purchase order or credit card.
• Maintain storage records, including inventory and destruction dates prompting review of files as needed.

DPT Education Support: 30%:

Clinical Experience Coordination & Student Onboarding:

• Coordinate onboarding for Integrated Clinical Experiences and monitor completion status
• Track student onboarding progress and maintain compliance documentation.
• Send routine reminders related to onboarding and compliance to students\
• Maintain and update onboarding materials such as handbooks and standard email templates
• Manage scheduling, organize student advising appointments, logistics for meetings, record minutes, and send follow-up communications

Site & Platform Management:

• Maintain up-to-date records of clinical site data in Exxat (e.g., location details, site status).
• Post and update opportunities on the Exxat job board.
• Track signed and pending clinical affiliation agreements and update records accordingly.
• CEC to retain drafting contracts, the individual could monitor communications
• Assist in monitoring communications related to contracts (CEC retains contract drafting responsibilities).
• Make minor updates to Canvas/resource pages and assist students with Exxat training and basic troubleshooting.

Reporting & Compliance Tracking:

• Monitor student compliance within Exxat and send reminders to those with missing or expired documentation.
• Communicate with non-compliant students
• Manage rural stipend tracking, including verifying rural status, notifying students, and coordinating with internal contacts regarding tuition applications.
  

Communication & Certificate Oversight:

• Support general student and site communication related to schedules, updates, and reminders.
• Track student needs and submissions related to clinical education certificates for graduation or licensure (CEC retains responsibility for final certificate issuance).
  

Newsletter & Bulletin Board:

• Assist with formatting and supporting content for seasonal newsletters (CEC retains editorial oversight)
• Maintain and update the clinical education bulletin board on a quarterly or annual basis.
  

Support PhD Program: 20%

• Advise rehab science students on travel and expense policies.
• Provide clear, accurate, and timely guidance to Rehabilitation Science (RSC) students regarding institutional travel and expense policies, including pre-travel approval processes, allowable expenses, documentation requirements, and reimbursement timelines.
• Ensure students understand how to comply with university guidelines and support them in navigating complex procedures.
• Serve as the primary contact for all Rehab Science reimbursements.
• Act as the central coordinator for all reimbursement requests within the Rehabilitation Science Program. Process expense reimbursements in accordance with university policies, troubleshoot issues, and maintain accurate records of all transactions.
• Communicate regularly with students, staff, and finance offices to ensure timely and accurate payment processing.
• Independently work with RSC students and advisors to arrange travel.
• Plan and organize travel logistics for RSC students, including booking flights, lodging, ground transportation, and registration for academic events such as conferences and research presentations.
• Work directly with students and their advisors to align travel plans with academic and budgetary requirements, while ensuring compliance with university travel policies.
• Assist PhD advisors with on-boarding new students to their lab and provide general guidance on operational procedures within the Division.
• Assist faculty in welcoming and orienting new doctoral students to their research labs and to the Rehabilitation Science Program. Provide operational guidance on administrative procedures, available resources, safety protocols, and general expectations.
• Serve as a point of contact for new students with questions related to program logistics or day-to-day operations.
• Maintain and update content on the Rehabilitation Science Program website.
• Independently manage the RSC Program's web presence by making regular content updates, publishing announcements, and ensuring the accuracy and relevance of all information.
• Collaborate with faculty and program leadership to keep the site aligned with program goals and university branding guidelines.
• Proactively identify and implement improvements to enhance user experience.

Other Duties as Assigned: 5%

• Assist team, assist events, elaborate to allow for flexibility of duties

All required qualifications must be documented on application materials.

Required Qualifications:

• BA/BS or a combination of education and relevant work experience to equal at least four years.
• Can apply knowledge and skills to a recurring task or activity with emphasis on precision and timeliness of execution. Additional specific required skills that must be proven are as follows: Project management and supervision skills. Familiarity with rules, regulations, best practices and performance standards
• Ability to work with multidisciplinary projects.
• Ability to communicate and work closely with team members in a research setting.
• Ability to simultaneously manage multiple, significant, projects and duties.
• Excellent interpersonal skills; detail-oriented, strategic thinker, self-motivated and strong organizational skills.
• Advanced MS Office skills and desktop/end user support

Preferred Qualifications:

• Previous work experience as a computer or technology support professional
• Previous work experience in a research laboratory setting
• Experience with basic construction planning and procedures
• Previous experience in higher education serving in an administrative support role

The Department of Family Medicine and Community Health at the University of Minnesota was created more than 50 years ago in response to a legislative mandate to train primary care physicians. Since then, we have been leaders in transforming the specialty through education, research, and patient care. We are the academic sponsor of seven family medicine residencies-five in the Twin Cities, two in Greater Minnesota. We are involved in medical student education activities across the Medical School's two campuses: Twin Cities and Duluth. We sponsor five fellowship programs-sports medicine, hospice and palliative medicine, behavioral medicine, clinical informatics, and human sexuality- and offer continuing medical education opportunities. We are regularly among the top National Institutes of Health-funded family medicine departments. Our faculty are actively researching health disparities, healthcare delivery, and population health. More at https://med.umn.edu/familymedicine.

The Division of Physical Therapy creates and integrates innovative research discoveries, education, and practice to develop scholarly, collaborative physical therapists and rehabilitation scientists who advance health care and disease prevention for diverse communities in Minnesota and beyond. More information may be found at https://med.umn.edu/fmch/physical-therapy.

Pay Range: $26.06 to $30.35 per hour, we anticipate most offers will be around the midpoint of this range, depending on education and experience.

Time Appointment: 100% Appointment

Position Type: Civil-Service

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, pharmacy and disability plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• 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).