CIDRAP Administrative Assistant

CIDRAP Administrative Assistant

The CIDRAP Administrative Assistant supports the Center for Infectious Disease Research and Policy (CIDRAP) through programmatic and administrative duties to support program leadership. This position provides executive program and administrative support to the Director of the CIDRAP, the Executive Team, and other personnel as needed. The position liaises and works in collaboration with senior management, project directors and staff, application developers, external vendors, funders, external stakeholders, and additional internal stakeholders. The Administrative Assistant performs an extensive range of complex, confidential, and sensitive functions that facilitate successful completion of executive, administrative, and advisory responsibilities.

Duties and Essential Functions :

1. Program Management (40%)

a. Iterative communication and collaboration through routine interactions with external partners and stakeholders, upper management, and project staff

b. One of the main points of contact with external partners to negotiate and administer contracts and identify opportunities for improving business processes

c. Organize team meetings, calendars, accommodations and travel arrangements

d. Write and prepare communications (e.g., emails, memos, reports, minutes, etc.) related to the CIDRAP and its work

e. Other tasks as assigned

2. Fiscal Management & Purchasing (25%)

a. Reconcile multiple procurement card accounts; initiate travel authorizations, advance payments and contracts for professional services, receipt receipts for purchasing orders. Process purchase orders for databases, software, subscriptions, memberships & other appropriate resources

b. Maintain current knowledge of University fiscal policy & practices and serve as a resource to keep staff informed.

c. Review telephone, computer and university services statements (invoices) for accuracy.

3. Liaison for Executive Team with Internal & External Sources (20%)

a. Establish effective communications and relationships with others, including university officials and employees, policymakers, executives, scientists, clients, news media, and other internal & external partners

b. Serve as a liaison with OVPR, the Office of the Vice President for Research (OVPR), and the University of Minnesota Human Resources Department.

c. Review, prioritize, and routes incoming communications, manages unscheduled internal and external inquiries, researches, compiles and summarizes background information, independently investigates issues, recommends possible solutions and initiates and composes correspondence.

d. Develop & maintain effective communications and relationship strategies across a variety of internal & external organizations

e. Assist in scheduling meeting with internal and external partners

f. Other tasks as assigned

4. Outreach (5%)

a. Manage, administer, maintain, edit, and add website content

b. Assist in managing projects by monitoring and providing follow up with project tasks, timelines and deadlines

c. Research, explore, and identify new funding opportunities for senior management consideration

d. Assist in managing departmental email accounts.

5. Other (5%)

a. Independently problem solve web-related issues

b. Provide administrative assistance in support of Director's graduate school course.

c. Other duties as assigned by senior management

Qualifications Required Qualifications :

• BA / BS in business administration, public health, communications, or a related field of study that would support effective management, planning and communication, with at least 2 years of relevant experience; or a combination of education and experience equal to 6 years.
• Administrative experience in a professional setting in which the candidate has excelled in collaborative project management and leadership in performing administrative functions.
• Excellent interpersonal and communication (written and verbal) skills with various audiences : public, private, and academic partners (i.e., government officials, industry / private individuals, and academics
• Demonstrated team player with the ability to work independently as well.
• Demonstrated problem solver and self-starter.
• An interest in infectious diseases and related topics of major public health importance.
• Cultural sensitivity and competency.

Additional Preferred Qualifications :

About the Department

The mission of the Center for Infectious Disease Research and Policy (CIDRAP), which is part of the Research and Innovation Office (RIO), is to prevent illness and death from targeted infectious disease threats through research and the translation of scientific information into real-world, practical applications, policies, and solutions.

CIDRAP addresses a variety of international and national public health policy issues related to the prevention and control of infectious diseases through various projects, including vaccine-related issues; emerging infectious disease threats; development of R&D roadmaps for coronavirus, influenza, Ebola / Marburg, Nipah, Lassa, and Zika virus vaccines; antimicrobial resistance and stewardship; chronic wasting disease; and bioterrorism / pandemic / emergency preparedness.

CIDRAP has a strong Web and communication presence through the CIDRAP website, CIDRAP daily newsletters, podcasts, and webinars. National and international experts alike turn to CIDRAP for the latest information on COVID-19, influenza, and other crucial emerging infectious diseases.

Pay and Benefits

Pay Range : $31.25-$35.00; depending on education / qualifications / experience

Time Appointment : 100%

Position Type : Civil-Service & Non-Faculty 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, 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

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.