Summary

Provides administrative support to the Department Head and faculty of the Department of Microbiology & Immunology and the Director of the University of Minnesota Institute on Infectious Diseases. Plans and organizes departmental events. Collaborates on design and maintenance of the department website.

Position Responsibilities

50% Assist the Department Head/UMIID Director

Manage and maintain the Department Head’s calendar. Anticipate conflicts and present potential solutions.
Take minutes at monthly M&I faculty meetings, as well as send out the agenda and minutes to the faculty.
Assist with the preparation and electronic submission of scientific manuscripts, journals, grant reviews, and book chapters.
Assist with grant proposals and resubmissions
Maintain the Department Head/ UMIID Director’s CV and draft correspondence as directed by the Department Head or the Administrator.
Oversee communications on behalf of the Department Head via departmental website, digital board, email, and face-to-face interactions.
Review, analyze, develop and recommend changes to department processes to the Department Head and Department Administrator.
35% General Administrative Support to the Department

Serve as the first point of contact for questions.
Assist with undergraduate course set up, room reservations, materials and registrations, assist students with permission numbers.
Work with the MNPI Finance team to process financial documents and purchases as assigned.
Work with Research Building Management Services (RMBS) and Department Administrator to coordinate building administrative support and to bring issues to the attention of RBMS.
Maintain Microbiology Research Facility common area spaces, copiers, supplies, etc., or oversee a student worker to do these tasks.
Support the Department Administrator with various tasks as assigned by the Administrator.
Serve as the A/V assistant for hybrid faculty meetings (meetings that are via Zoom and in person), as well as for the MICaB seminar series and other ad hoc meetings or events.
Provide customer service and administrative support as assigned, act as resource person for questions and faculty/student needs, explain policies and refer employees to appropriate staff to obtain assistance with questions.
Make room reservations for the MICaB seminar series, faculty and ad hoc meetings, and undergraduate courses.
10% Event Management, Support and Planning

Manage the planning, coordination, promotion and execution of departmental events such as the department annual retreat (in coordination and at the direction of the Department Administrator), faculty meetings, MICaB seminars and lectures.
Contribute to planning and implementation of special events, such as identifying appropriate venues, selecting vendors and arranging catering.
Responsible for presentations (handouts, set-ups, room reservation, contracts, catering, invitations, follow-up communications).
Coordinate travel and accommodation for visiting and on-campus guest speakers. Work with the Department Administrator to create schedules for visiting speakers and faculty if necessary.
Create promotional materials for events and coordinate materials for the day of the event.
Manage and track event budgets and expenditures in consultation with the Department Administrator.
5% Dishroom Attendant and Student Worker supervision

Supervise the MRF dish room attendant and fill in for them when needed.
Supervise any students working in the department.
Qualifications
Required Qualifications:

Bachelor’s degree or a combination of education and work experience to total four years
Preferred Qualifications:

Experience in higher education administration
Experience with financial document processing
About the Department

The Department of Microbiology & Immunology (M&I) is a basic science department housed in the University of Minnesota Medical School. It is the tenure home for 20 faculty members doing innovative research on microbes, including viruses, bacteria, fungi, and immune responses. M&I’s educational arm comprises the undergraduate major in Microbiology and is the departmental home of the Microbiology, Immunology and Cancer Biology Graduate Program.

UMIID is a multi-departmental research institute that will use a multidisciplinary and comprehensive approach to address diseases of pandemic or epidemic potential. The vision of UMIID is to bring faculty members together from across the University of Minnesota to support basic, translational, clinical, or population-based research on zoonotic viral infections, antibiotic resistance, microbial immunology, HIV medicine, and molecular surveillance of emerging pathogens.

Benefits
Working at the University

At the University of Minnesota, you’ll find a flexible work environment and supportive colleagues who are interested in lifelong learning. We prioritize work-life balance, allowing you to invest in the future of your career and in your life outside of work.

The University also 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