Operations Associate (Admin Associate 1)

All required qualifications must be included in the application materials

Required Qualifications:

• BA/BS or a combination of related education and work experience equaling four years, to include project management in higher education administration
• Experience managing and administering high stakes computer-based exams to students
• Experience working with complex event planning, including classroom scheduling, facilities management, and technical support
• Demonstrated ability to establish and maintain collaborative working relationships with internal and external stakeholders from diverse backgrounds at all levels of the organization
• Broad technical experience with hardware and software support and troubleshooting
• Proficiency using databases and reporting systems
• Experience managing program/project budgets
• Experience with University contracts and approval processes and knowledge of various aspects of University finance
• Ability to deal effectively with ambiguity and exercise a large amount of independent judgement and discretion on important matters, with ability to be resourceful, identify errors, and solve problems
• Highly organized with attention to detail in a fast paced, multi-tasking environment
• Customer service experience and strong interpersonal skills
• Strong communication skills, flexibility, and ability to prioritize and juggle competing demands
• Advanced level of mastery in Microsoft Office Suite (Word, Excel, PowerPoint); G-Suite (GMail, Calendar, Drive, Docs, Sheets, Slides, Forms); and videoconferencing technology.
• Flexibility to work early mornings on a regular basis and some early evenings, to accommodate exam proctoring schedules.

Preferred Qualifications:

• Experience with national board (NBME) exams for medical students
• Some knowledge of best practices in assessment
• Some knowledge of tools such as Qualtrics, CMS (Canvas), scheduling (Astra)
• Demonstrated experience training individuals and groups
• Demonstrated experience handling a wide range of administrative and executive support related tasks, such as electronic calendaring and scheduling with a commitment to professionalism and confidentiality
• Editing/proofreading skills

Position Overview:

The assessment coordinator provides day to day support to two assistant deans (Student Affairs and Assessment + Evaluation) within Undergraduate Medical Education at the University of Minnesota Medical School. Support includes managing calendars, scheduling travel, submitting reimbursements, serving as liaison (organize, manage, facilitate, lead) to standing committees, preparing annual reports and contributing to department projects. The position will interface with employees, students and faculty throughout UME and the larger Office of Medical Education.

Job Duties/Responsibilities:

80%: Operations

• As User Account Administrator, oversee and coordinate with departments the administration of NBME exams, updating student rosters and accommodations through NBME Services Portal, and register and train, clerkship coordinators, staff and student interns as proctors
• Manage logistical aspects of exam administration for Institutional Assessments (Milestone, CBSSA, Year 2 OSCE, CCA), including planning, scheduling, coordinating, and finances
• Manage Institutional Assessment courses in Canvas and communicate course objectives, schedules, and grades to students
• Work to ensure that LCME requirements for comparability/equivalency are met in all aspects of testing related to this position
• Coordinate with Disability Resource Center to manage testing accommodations for medical students in accordance with University policy and the Americans with Disabilities Act (ADA)
• Identify and propose new venues to promote and expand testing programs as needed
• Provide clear written and verbal communication to students, staff, and faculty regarding all aspects of assessments related to this position and manage medexams departmental account
• Manage logistical aspects of other departmental projects such as hiring searches, development and team building initiatives, and special task forces
• Work with Assistant Dean and Finance Department to develop and oversee operational and program budgets
• Manage vendor business/services contracts for assessment instruments, such as ExamSoft, MedHub, MyProgress, CoursEval
• Maintain relationships with internal and external associations and service providers, such as M Simulation

20%: Administrative Support

• Provide daily and ongoing executive level administrative support to Assistant Dean for Assessment and Evaluation, including managing complex calendars, scheduling conference rooms and video conferencing, on campus and at other venues as situation demands
• Act as representative of Assistant Dean for Assessment and Evaluation on specifically-assigned matters
• Serve as primary administrative support to standing committee (Assessment Committee), including preparing meeting materials, taking minutes, monitoring membership and attendance, and managing video conferencing
• Assist with planning and logistics of workshops, seminars, and other faculty development events, such as those for Syllabus Review and Item Writing
• Serve as a resource for the Assessment and Evaluation team in coordinating travel arrangements, conference registrations, and special purchasing
• Assist with annual reports as necessary
• With Office of Medical Education colleagues, provide back-up as needed for project implementation, expense processing, and major event staffing (such as graduation, white coat, orientation)

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.

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)

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 nation's 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 the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of America’s Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019, 2022).