Deans Office Administrative Coordinator

About the Job

Position Overview:

The Deans Office Administrative Coordinator serves as a key operational member of the Medical School Deans Office, providing administrative coordination and front office support to ensure the efficient day-to-day operation of the office. Reporting to the Chief of Staff, this position serves as the primary point of contact for visitors and callers while supporting Deans Office leadership through administrative coordination, event logistics, project support, and cross-functional administrative services.

This position works collaboratively with the Chief of Staff, Deans Office leadership, administrative professionals, faculty, staff, students, alumni, and external partners to deliver exceptional customer service and maintain efficient office operations. The position exercises sound judgment, manages multiple competing priorities, and provides flexible administrative support across Deans Office units to ensure continuity of operations and a positive experience for internal and external stakeholders.

Job Duties/Responsibilities:

40%: Front Office Operations & Office Coordination

• Serve as the primary point of contact for the Deans Office by welcoming visitors, answering and directing telephone calls, responding to general inquiries, and ensuring a professional and welcoming office environment.
• Coordinate daily front office operations, including visitor reception, conference room scheduling, mail and package distribution, and shared office resources.
• Monitor and respond to shared departmental email inboxes and route inquiries to the appropriate individuals or offices.
• Coordinate meeting logistics, room reservations, catering, audiovisual needs, and other administrative arrangements.
• Maintain office supplies, equipment, and common spaces to support efficient daily operations.
• Exercise independent judgment in responding to routine inquiries and determining when issues should be escalated to Deans Office leadership.

30%: Administrative Support & Office Operations

• Provide administrative support to the Chief of Staff and Deans Office leadership through calendar coordination, meeting scheduling, document preparation, correspondence, and administrative logistics.
• Prepare, review, format, and distribute reports, presentations, meeting materials, agendas, and other business documents.
• Coordinate travel arrangements, purchasing activities, reimbursements, and other administrative transactions in accordance with University policies and procedures.
• Maintain electronic and physical records while ensuring confidentiality and accuracy of sensitive information.
• Assist with coordinating meetings by preparing materials, tracking action items, and documenting meeting outcomes as appropriate.
• Support continuous office operations by identifying administrative needs and recommending practical solutions to improve efficiency and customer service.

15%: Event Coordination & Administrative Logistics

• Coordinate administrative and logistical support for Deans Office events, including alumni activities, commencement and graduation events, meetings, receptions, retreats, and other special events.
• Assist with event planning activities, including scheduling, registration, communications, vendor coordination, catering, room setup, materials preparation, and day-of-event support.
• Collaborate with Deans Office leadership and administrative staff to ensure successful execution of events and programs.
• Provide operational support before, during, and after events, ensuring a positive experience for participants and guests.

15%: Project Coordination & Cross-Functional Administrative Support

• Provide administrative coordination for departmental projects by tracking timelines, organizing project documentation, scheduling meetings, monitoring action items, and assisting with implementation activities.
• Support operational initiatives and special projects assigned by the Chief of Staff and Deans Office leadership.
• Provide backup administrative support across Deans Office units as staffing needs, workload priorities, and business operations require.
• Collaborate with administrative colleagues to ensure continuity of operations and consistent, high-quality administrative support across the Deans Office.
• Perform other administrative duties and special assignments in support of Deans Office operations.

Qualifications

Required Qualifications:

• High School Diploma/GED and four years of related office experience, Training/education may be substituted for some of the years of experience. Computer experience required.
• Demonstrated experience providing administrative, office, customer service, or operational support in a professional environment.
• Excellent organizational skills with the ability to manage multiple priorities and deadlines simultaneously.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Office and Google Workspace applications, Word, Excel, PowerPoint, Google Docs, Google Sheets, Google Slides, and other collaborative productivity tools.
• Ability to exercise sound judgment, maintain confidentiality, and work effectively with individuals at all organizational levels.

Preferred Qualifications:

• Experience providing administrative support within higher education, healthcare, or a complex organizational environment.
• Experience coordinating meetings, events, or administrative projects.
• Demonstrated ability to independently organize work, prioritize competing demands, and adapt to changing business needs.
• Experience supporting multiple stakeholders within a collaborative team environment.
• Familiarity with University of Minnesota administrative systems and procedures.
• Experience using collaboration and project management tools such as Microsoft Teams, SharePoint, or similar platforms.

Knowledge, Skills & Abilities:

• Outstanding customer service and interpersonal skills with a professional, welcoming demeanor.
• Strong organizational, planning, and time management skills.
• Ability to work independently while collaborating effectively with a diverse group of colleagues.
• Excellent attention to detail and commitment to accuracy.
• Ability to manage multiple assignments while maintaining flexibility in a fast-paced environment.
• Demonstrated problem-solving skills and ability to exercise sound judgment.
• Ability to maintain confidentiality and appropriately handle sensitive information.
• Adaptability and willingness to provide cross-functional support to meet evolving operational needs.

About the Department

Committed to innovation and diversity, the Medical School educates physicians, scientists, and health professionals; generates knowledge and treatments; and cares for patients and communities with compassion and respect. We value excellence, inclusiveness, collaboration, and discovery.

The mission of the regional campus located in Duluth is to be a national leader in improving healthcare access and outcomes in rural Minnesota and American Indian/Alaska Native (AI/AN) communities. In partnership with CentraCare, the regional campus in St. Cloud offers a wide range of patient experiences throughout students' education in Greater Minnesota and prepares them to become exceptional clinicians and leaders for rural and immigrant populations.

Founded in 1888, the University of Minnesota Medical School has three campuses. A four-year MD program and the MD/PhD program are located on the Twin Cities campus in addition to MD programs at regional campuses in Duluth and St. Cloud.

Pay and Benefits

Pay Range: $25.79 - $26.29 per hour ($53,643.20-$54,683.20 annually); depending on education/qualifications/experience

Time Appointment: 100% Appointment

Work Location: In-person

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 area

While our salary ranges provide a framework, it is important to note that most of the

time, the initial pay may not reach the maximum of the range. This approach ensures

that compensation reflects the value and unique contributions of each candidate while

maintaining equity within our organization. As part of our commitment to fair and

equitable compensation, please be aware that the salary offered to incoming candidates

will be based on their individual credentials and experience.

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 employ@umn.edu or call (612) 624-8647.

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