IEM Finance and Events Administrative Assistant

Position Overview

The IEM Finance and Events Administrative Assistant reports to the IEM Office Manager and is responsible for providing support to IEM leadership and staff. The Institute for Engineering in Medicine is an umbrella organization that administers support for the Institute for Engineering in Medicine, Earl E. Bakken Medical Devices Center, Center for Neuroengineering, Visible Heart Laboratories, and ATP-Bio ERC. This position is hybrid, with onsite work at the IEM office at least 2 days per week.

The Medical School is committed to an excellent employee experience, offering a flexible work environment that meets the needs of students, staff, faculty, and the communities we serve. Flexible work arrangements may include flexibility in schedule and/or work location. All UMN employees are expected to follow applicable public health and safety procedures. This position is hybrid

Job Responsibilities

70%: Administrative and Events Support

• Oversee inventory of supplies for IEM programs
• Create certificates and name badges for events, including Clinical Immersion Program (CIP)
• Assist with CIP participant lunch ordering and distribution
• Complete special projects for IEM staff as assigned
• Provide on-site support for the CIP and other IEM events
• Help track technology inventory and order technology such as phones, tablets, computers, and display devices
• Support departmental strategies and work with others to achieve departmental goals and objectives
• Provide administrative support and prioritize to ensure quality and quantity of work completion
• Help to draft responses to correspondence
• Assist with office equipment management
• Maintain conference room calendars

30%: Finance Support

• Assist with IEM purchasing and supplier payments
• Follow procedures for financial processes such as blanket POs, requisitions, and budget
• Process invoices, purchase orders, and reconciliation of purchasing card transactions via University EFS (Electronic Financial System)
• Enter reimbursement requests in the Emburse Enterprise tool
• Assist others with purchasing via PCard and purchase orders
• Complete routine supply ordering

Required Qualifications

• High School Diploma/GED and four years of related office experience, or a combination of related education and work experience to equal four years
• Experience in higher education or complex organization
• Experience working in an office setting
• Ability to work independently and prioritize one's own work
• Skilled in using Google Docs and Google Sheets to complete word processing and data entry tasks
• Professional and courteous demeanor
• Strong organizational skills and attention to detail
• EFS (Enterprise Financial System) training or experience
• Demonstrated ability to function as part of a team
• Ability to handle multiple tasks and take initiative

Preferred Qualifications

• Excellent verbal and written communication skills, including asking clarifying questions as needed
• Experience with UMN Purchasing Card and Emburse Enterprise for card purchase reconciliation
• Experience planning events with attendance of 100 or more people

Located on the East Bank of the Mississippi River, the Institute for Engineering in Medicine (IEM) at the University of Minnesota is an interdisciplinary research organization committed to improving and streamlining healthcare by strengthening collaboration between the disciplines of engineering and medicine.

Our mission is to advance healthcare through research partnerships between engineering and medicine involving academia and industry. The Institute for Engineering in Medicine is a catalyst for facilitating multidisciplinary collaborations in research and education between the faculty in the health sciences, faculty in the College of Science and Engineering, and the biomedical industry.

Pay Range: $22.71 per hour; depending on education/qualifications/experience

Time Appointment Category: 100% Appointment

Work Location: Hybrid; 2 days in person, 3 days remote

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

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.

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).