Administrative Assistant

About the Job

This position manages QGenda calendar integrations, handles faculty expense reimbursements, and serves as the primary backup for departmental purchasing activities during extended leaves (e.g., FMLA).

40% Clinical Faculty Support & Financial Administration (Working Role):

• Collect documentation/receipts from clinical faculty and accurately process travel, hospitality, and professional expense reimbursements through University financial systems.
• Draft, edit, and polish high-level business correspondence, academic documents, and clinical communication on behalf of faculty.
• Manage complex clinical documentation, including Retinopathy of Prematurity (ROP) schedules, result notes, and research-specific dictation entry.
• Maintain faculty CVs and WORKS data (or successor systems), assisting with promotion and tenure (P&T) dossier assembly and annual review materials.
• Provide occasional, ad-hoc meeting coordination for faculty on an as-needed basis.

20% Systems Administration & Call Scheduling:

• Serve as the primary system administrator for QGenda; manage clinic templates, physician / trainee call schedules, and ensure seamless synchronization with faculty email calendars.
• Independently resolve call schedule conflicts, update work patterns, and troubleshoot calendar sync issues for clinical faculty.

30% Purchasing & Operational Backup:

• Serve as the designated functional backup for departmental procurement and purchasing operations, taking full responsibility for purchasing activities during staff FMLA or extended leaves.
• Oversee routine vendor invoicing (e.g., pager and contact lens bills) and minor office supply requests.

10% Departmental Operations:

• Oversee day-to-day office logistics, greeting occasional visitors, package handling, and assisting with recruitment / departmental event planning.
• Execute other operational duties as assigned by leadership.

Qualifications

All required qualifications must be included in the application materials

Required Qualifications:

• High School Diploma/GED and four (4) years of progressively responsible administrative experience in a complex medical or academic environment.
• Strong written communication skills with the ability to draft professional correspondence independently and coach others to improve their written output.
• Demonstrated experience handling financial reimbursements, expense reports, and basic vendor invoicing in formal organizational systems.
• Proficiency in clinical scheduling platforms (specifically QGenda) and managing faculty calendar integrations.
• Ability to step in as a functional backup for departmental purchasing and procurement workflows when required.

Preferred Qualifications:

• Specific knowledge of Ophthalmology clinical workflows (e.g., ROP schedules) and academic medical center operations.
• Knowledge of University procurement and financial policies.

About the Department

The Department of Ophthalmology and Visual Neurosciences and its success is built upon the innovation and drive of every member of our team, from faculty to administrators to technicians. Put simply, all of us are driven to provide the best eye care for our patients, discover new treatments, and educate the next generation of eye care professionals.

For more information please visit our website at https://med.umn.edu/Ophthalmology.

Pay and Benefits

Pay Range: $24.33-$36.34 per hour; and we anticipate most offers will be around the midpoint of this range $26.29-$30.69 per hour, depending on education and experience.

Time Appointment: 100% Appointment (40 hours per week)

Position Type: 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, 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

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 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 jobcentr@umn.edu.

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: http://diversity.umn.edu

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 nations 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, 2025, 2026), and Best Employer by State (2022-2026). In 2026, we also received Culture Excellence & Industry Awards recognition for employee appreciation and work-life flexibility.