Apply for Job Job ID369543 LocationTwin Cities Job FamilyAdministration-General Full/Part TimeFull-Time Regular/TemporaryRegular Job Code8208A2 Employee ClassCivil Service Add to Favorite Jobs Email this Job About the Job Join a high-impact academic department supporting world-class clinical care, research, and education. We are seeking a proactive and highly organized Executive Assistant to provide primary administrative support to the Chair of the Department of Anesthesiology-a growing department with over 75 faculty, fellows, residents, and staff. In this visible and influential role, you will manage the daily operations of the Chair's office, serve as the central point of coordination for complex scheduling and high-level communications, and represent the department across key university and external partnerships. Executive Assistant to the Department Chair - Anesthesiology (30% FTE | University of Minnesota Medical School) Key Responsibilities: Provide high-level administrative support to the Department Chair, ensuring seamless day-to-day operations of the Chair's Office Manage a highly complex and dynamic electronic calendar, including confidential and time-sensitive scheduling Coordinate and facilitate key departmental leadership meetings (Faculty, Chiefs, and CSU meetings) Serve as liaison between the department and a wide range of stakeholders, including the Medical School Dean's Office, Academic Health Center, University of Minnesota Physicians (UMP), Fairview Health System, Regents Office, and external partners such as legal counsel, business leaders, professional organizations, and patients Build and maintain effective working relationships across the University, UMP, and Fairview systems Coordinate domestic and international travel for the Chair and visiting faculty; process reimbursements and expense reports Draft professional correspondence and briefing documents on behalf of departmental leadership Faculty Annual Review Coordination (15% FTE) Own and manage the department's annual faculty review process, a multi-month initiative critical to academic operations and faculty development. Key Responsibilities: Initiate and oversee the yearly performance review process for all faculty within the department Serve as the primary liaison with the Medical School's administrative leadership to implement required updates or changes to the review protocol Track and maintain a confidential database of review materials and faculty incentive items, ensuring accuracy and secure handling of sensitive information Monitor timelines and ensure all materials are completed, submitted, and archived in compliance with institutional policies Support the Department Chair in reviewing submissions and maintaining an organized system for long-term faculty records Faculty Promotions & Advanced Rank Appointments (5% FTE) Support the academic advancement of faculty by coordinating the administrative processes for promotions and advanced rank hires, ensuring compliance with institutional policies and timelines. Key Responsibilities: Serve as the administrative point person for faculty promotions and advanced rank appointments, working directly with the Department Chair and Medical School leadership Track and manage required documentation, deadlines, and review steps across multiple stakeholders Ensure promotion packets meet university and departmental standards for submission Maintain confidentiality and precision when handling sensitive personnel materials Communicate clearly with candidates and internal reviewers throughout the process to support a smooth and professional experience Department Merchandise Store & Onboarding Support (5% FTE) Lead efforts to enhance departmental engagement and recognition through management of the Department of Anesthesiology's branded merchandise store, and support onboarding initiatives for new faculty. Key Responsibilities: Manage and grow participation in the department's online merchandise store, currently serving over 250 invited faculty, staff, and learners Track orders and user engagement; coordinate outreach to ensure all eligible groups (including CRNAs and adjunct faculty) have access to the platform Collaborate with external vendor (Merchology) to develop a personalized welcome gift program for new faculty hires using digital gift certificates Streamline the onboarding gift process by enabling direct shipment to recipients, saving time and resources while offering a more customized experience Support the department's efforts to foster a strong sense of community and belonging through branded engagement strategies Event Planning & Department Engagement (30% FTE) Lead the planning and execution of a wide range of high-profile departmental events that support faculty, trainees, alumni, and visiting scholars. This role requires strong organizational skills, attention to detail, and the ability to manage multiple logistics with minimal supervision. Key Responsibilities: Plan and coordinate departmental events, including visiting professor lectures, alumni receptions, resident graduation, new resident welcomes, and various leadership meetings and dinners Organize and manage one major out-of-state event annually, requiring long-distance coordination and travel Independently select venues, develop menus, arrange presentation technology, and manage vendor communication Create and maintain guest lists and databases, monitor RSVPs, and ensure clear and timely communication with attendees Oversee event budgets, track expenses, and ensure adherence to university and departmental financial policies Serve as the main point of contact for caterers, AV teams, and venue staff to ensure seamless event execution Manage timelines, enforce deadlines, and troubleshoot last-minute logistics with professionalism and discretion Women in Anesthesiology (5% FTE) Serve as the primary planner for special events, including the Women in Anesthesiology (WIA) dinners and gatherings, overseeing RSVPs, venue coordination, guest communication, and itinerary alignment Strategic Support & Special Projects (Ad Hoc) (10% FTE) Work collaboratively with the Department Administrator to support the evolving needs of a dynamic academic medical department. This role requires flexibility, initiative, and a solutions-oriented mindset. Key Responsibilities: Partner closely with the Department Administrator to ensure departmental operations run smoothly and strategic priorities are met Provide support for special projects and time-sensitive initiatives across a variety of functional areas, including faculty affairs, communications, events, and operations Adapt quickly to shifting priorities, contributing where needed to advance the goals of the department Act as a resource and problem-solver, offering thoughtful input and hands-on assistance for emerging needs Qualifications Required Qualifications * Bachelor's degree and at least 2 years of relevant administrative, executive support, or project coordination experience - or a combination of education and work experience to equal six... For full info follow application link. 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.
