Administrative Associate 2 - Department of Neuroscience

The Department of Neuroscience, part of the University of Minnesota's Medical School, is seeking a senior administrative associate (Admin Assoc 2) to join our team! This position reports to the Department of Neuroscience and works closely with a number of stakeholders, including: the Office of the Dean, NIH- and NSF-extramural funded summer undergraduate research programs, Biomedical Graduate Sciences Council, Council of Graduate Students in the Medical School, the Vice Provost and the Office of Diversity Equity and Inclusion in the Medical School, among others.

This position will primarily be the program manager for the Life Sciences Summer Undergraduate Research Program (LSSURP). This position will manage, implement and evaluate program and operational elements towards running LSSURP and assist with pipeline development for recruiting and funneling promising students into the graduate research programs in the Medical School at the University of Minnesota.

Responsibilities:
The position works to (1) develop and implement the processes of recruitment, administrative onboarding, and oversight of student participants in the LSSURP program, (2) manage programmatic elements of the summer research program involving undergraduate students, faculty mentors, program directors and administrative support arms, (3) develop and use of analytical tools and metrics for performance tracking and assembly of finalized reports for participating programs and (4) assist with recruitment, pipeline and pathways initiatives to transition undergraduate participants of LSSURP into the Medical School graduate programs.

40% - Serve as the program manager and administrator of the Life Sciences Summer Undergraduate Research Program (LSSURP)

• Develop and maintain relationships with faculty and undergraduate program staff from outside
• institutions for active recruitment efforts into LSSURP
• Oversee LSSURP training sub-components in conjunction with program directors and other stakeholders
• Manage the LSSURP web site content and on-line application
• Organize luncheon for LSSURP students with members of the AMS student org and UMN SACNAS chapter
• Assist LSSURP program directors in organizing a Graduate Program Fair
• Assist LSSURP program directors in student recruitment at national meetings and partner institutions
• Assist LSSURP program directors in recruiting UMN faculty to provide summer laboratory placements and obtain evaluations of student performance
• Assist LSSURP program directors in addressing issues involving scientific, logistical, medical, etc. difficulties that arise during the summer months
• Coordinate the process of the review of applications and decisions for making offers of admission in consultation with the program directors.
• Coordinate the selection of graduate student seminar coordinator(s) and train them in initial orientation to the rules, procedures and practices expected of their participation in LSSURP program components
• Coordinate the organization of essential LSSURP activities, most importantly the orientation weekend and the closing poster symposium
  

20% - Oversee analytical tools and metrics for performance tracking and assembly of finalized reports for participating programs

• Maintain communications with LSSURP alumni to track their career development and to recruit them to apply to Minnesota programs where appropriate
• Manage LSSURP year-round operations
• Oversee LSSURP data acquisition and analytics and provide reporting to PIs of federal grants supporting the summer research programs
• Administer and evaluate results of LSSURP program evaluations in consult with program directors
• Oversee the management of program statistics: applicant data, application decisions, participant data, and participant outcomes (alumni database)
• Generate an annual report on program statistics for dissemination to supervisors, program directors and other stakeholders (i.e. generate an annual report on the demographics of the applicant pool, offers made, acceptances and rejections and update outcomes for LSSURP participants in programs at the UMN & elsewhere)
  

15% - Manage Special Projects

• Implement special projects for the Department and Graduate Program in Neuroscience
• Manager and Leadership, including large interdisciplinary projects, grant submissions, and biannual metrics surveys (data collection and analysis). Serve as liaison between participating units and ensure that the project timeline is adhered to
• Manage the planning and timely dissemination of project communications to stakeholders
• Draft/edit correspondence, reports, and other pertinent materials, keeping confidential information secure.
• Oversee events (including conference and retreat planning and implementation)
• Assist department head, faculty, and department administrator with preparation of data and files for committee work, reporting, and new initiatives
• Collaborate closely with the executive assistant to the department head. Align responsibilities to multi-task additional duties in order to effectively manage the department head's business during the executive assistant's absences
• Assist the department head with editing and proofing documents and manuscripts
• Ability to coordinate and document department wide meetings
  

10% - Assist with programmatic elements of the summer research program involving undergraduate students, faculty mentors, program directors and administrative support staff members

• Serve as a staff-level contact for: students, home-institution faculty and staff, and occasionally student family members
• Assist with financial management of external grants and intramural funds
• Assist LSSURP program directors in addressing issues involving scientific, logistical, medical, etc. difficulties that arise during the summer months

10% - Engage biomedical sciences graduate programs in courting LSSURP applicants and participant students to enroll in graduate programs at the University.

• Design communication plans for graduate program recruiting of applicants to LSSURP
• Coordinate career panels to discuss career plans and build skills in applying to graduate programs in the following Fall/Winter (ex. admissions chairs, grad students, etc.)

5% - Additional duties

• Manage administrative affairs including travel, scheduling and reimbursements
• Other special projects as assigned

All required qualifications must be documented on application materials

Required Qualifications:

BS degree in the biomedical sciences- or public health-related fields and a minimum of 2 years of relevant work experience in program management; or a combination of related education and work experience to equal six years.

Preferred Qualifications:

• Experience in a higher education environment involving students and administration
• Experience teaching or leading workshops for undergraduate and graduate students
• Event and program management experience
• Understanding of leadership principles either through application or training
• Experience collecting survey and outcome data and gaining stakeholder input

The Department of Neuroscience is committed to providing excellence in research, education, and public service. The Department of Neuroscience is part of the University of Minnesota's Medical School. The Medical School and related healthcare professional schools are grouped under the Academic Health Center.

The Mission of the Department of Neuroscience
1. Conduct outstanding neuroscience research.
2. Be an educational resource to the Medical School and the University by providing neuroscience education to undergraduate, medical, dental, graduate, and post-graduate students.
3. Provide leadership and be a focal point for the strengthening of neuroscience across the University by enhancing research, educational, and funding opportunities.
4. Intentionally improve inclusivity by valuing diverse perspectives and actively supporting historically marginalized researchers, students, and neuroscience community members.
5. Provide a bridge for the transfer of advances in basic neuroscience into clinical practice with the goal of improving the health of the people of Minnesota.
6. Enhance the understanding and appreciation of neuroscience by the people of Minnesota.

To learn more about the Department of Neuroscience, please visit: https://med.umn.edu/neuroscience

• 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 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)

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