The Program/Project Specialist in the Division of Critical Care and Acute Care Surgery is responsible for the executive level support of multiple Division faculty members, including the Division Chief / M Health Executive Medical Director, maintaining the coordination and support of faculty life regarding academic, educational, research, and clinical responsibilities. Major responsibilities include working with M Health Executive Medical Director to create, evaluate, and maintain administrative processes. The successful candidate will show strong initiative and problem-solving abilities, excellent communication skills (written, verbal, etc.), a strong ability to prioritize work, exceptional attention to detail and follow-through, strong critical thinking skills and judgment, a strong and proactive customer service orientation, reliability, and the ability to work both autonomously and as part of a team. Specific duties include:
Program Support to Division Chief/M Health Executive Medical Director (60%) Provide executive level administrative support to Division of Critical Care and Acute Care Surgery Division Chief/M Health Executive Medical Director (EMD). â— Planning and implementation of goals and resources for the Critical Care domain program and grants. Independent work and planning to include writing award letters and coordinating a system to ensure proper follow up and materials are submitted for each Critical Care grant recipient. â— Evaluate the success of Critical Care administrative programs and projects, making recommendations to enhance when necessary. â— Create monthly PSA billing report for coverage of SICU, TeleICU, and CVICU duties at UMMC Fairview, Fairview Ridges, and Fairview Southdale, modifying systems as needed. Full task to include the initial creation of domain-wide used spreadsheet and formulas, the management of the collection of data, and the direction and management of communication between the finance office and the on-call schedulers for the departments of Surgery, PACCS, and Anesthesiology. Making improvements to the process and formulas to ensure the use of the system and the data results are consistent and clear throughout the process from start to final distribution. Approximately 8-10 hours monthly â— Design format, create and source content for bi-weekly Critical Care newsletter (No format or similar concept previously existed for division communications). Meet with faculty members to interview for research and clinical spotlights. Research and be aware of division, department, and University policies, procedures, and information to announce and highlight. â— Develop and implement procedures and best practices for ongoing communications with M Health/Fairview System. Handles complex communication and serves as a liaison between the EMD and intensivists within the Critical Care Domain. â— Plan and coordinate executive level meetings, creating and distributing communications on behalf of the EMD. Must organize and identify the faculty/staff/outside consultants to be included. Using caution when distributing protected or confidential information. â— Work alongside and assist MHealth Business Development and Planning Consultant with the composition of communications and data reports for the Critical Care domain. Including the creation of qualtrics surveys, workgroups, and domain distributed announcements. â— Determine the appropriate resources and contacts for Mhealth/Fairview/UMP matters. Required to be knowledgeable on various procedures or policies for all entities. Example: assistance with credentialing applications and requirements. â— Additional duties include electronic calendaring and resolution of scheduling conflicts, administrative coordination with clinical staff, research staff, departmental divisions, and system-wide providers and executive leadership. Facilitation of communication of patient and other documents between faculty and clinical staff, typing/editing/proofreading correspondence/documents/reports/etc., maintenance of CVs, credentialing, professional licensing and memberships, maintenance of faculty files and records, tracking of DFT and Frank B. Cerra Chair funds, and assistance with faculty reviews. â— Respond in a timely manner to day-to-day email, phone, and in-person requests to the office of the EMD.
Administrative Support to Surgical Critical Care Faculty (30%) Provide administrative assistance to two additional Surgical Critical Care faculty, including Medical Director of Adult ECMO and Program Director of the Residency program. To include: electronic calendaring and resolution of scheduling conflicts, schedule coordination with clinical staff, research staff, and departmental divisions, organization of faculty-initiated meeting requests, facilitate communication of patient and other documents between faculty and clinical staff, typing/editing/proofreading correspondence/documents/reports/etc., processing incoming and outgoing mail for division, maintenance of CVs, credentialing, professional licensing and memberships, maintenance of faculty files and records, tracking of DFT funds and other funding, and assistance with faculty reviews. Respond in a timely manner to day-to-day email, phone, and in-person requests by and of faculty.
Shared Division Administrative Support (10%) Daily monitoring and distribution of incoming faxes, mail, and other deliveries. Back-up for second administrative assistant in Critical Care offices. Assist administrative staff with planning and set-up/clean-up of division events as needed. Direct the work of division undergraduate student employee when applicable. Assist in other duties as needed.
Salary Range: $17.31 to $29.10 USD/hour
(1897) Program/Project Specialist Department of Surgery Critical Care
All required qualifications must be documented on application materials.
REQUIRED: â— High School Diploma/GED and five (5) years of related experience to include project management. Training/education may be substituted for some years of experience. â— Experience providing direct administrative support to a high level professionals, leaders, or executives in a medical or other highly specialized setting. â— Intermediate level knowledge of/experience with Microsoft Office and other common office applications
PREFERRED: â— Prior University of MN work experience with knowledge of the Medical School and University policies and procedures â— Ability to analyze information and identify solutions, under changing conditions â— Ability to work independently with minimal direction from supervisor â— Ability to develop and create new processes where none had previously existed â— Familiarity with the Organizational Structure, Policies, and Processes of UMPhysicians and Fairview Systems (MHealth) â— Experience providing administrative support to multiple high-level professionals â— Experience working with faculty and students in higher education setting â— Experience with Google Calendar or other electronic calendaring technologies. â— Experience with Enterprise Financial system â— Experience with Qgenda scheduling system â— Typing speed and accuracy of 50 wpm. â— Ability to lift and carry up to 30 pounds (on occasion)
Internal Number: 330479
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