Administrative Associate 2

Position Overview

This position supports the Metro Minnesota Council on Graduate Medical Education (MMCGME), a consortium of 15 teaching institutions in the Minneapolis/St. Paul Metro and Greater Minnesota region. Our mission is to meet community needs for physicians by advancing high-quality graduate medical education (GME) through centralized information systems, uniform processes, core curricula, and shared policies.

The Administrative Associate provides advanced professional and administrative leadership in GME operations, regulatory reporting, communications, and stakeholder engagement to promote excellence across Minnesota's teaching hospitals and the University of Minnesota Medical School.

The position requires knowledge and experience in own discipline; still acquiring higher level knowledge and skills. Builds knowledge of the organization, processes and customers. Solves a range of straightforward problems. Analyzes possible solutions using standard procedures. Receives some guidance and direction.

Duties & Responsibilities

These examples do not include all possible responsibilities in this work and do not limit the assignment of related responsibilities in any position of this class.

45%: Project and Operational Processes

• Lead cross-functional initiatives within the MMCGME community in program administration and regulatory reporting.
• Serve as a liaison to implement processes including but not limited to: evaluations, procedures, block schedules, and conference documentation in the New Innovations Residency Management Suite RMS) software.
• Collaborate with internal and external colleagues to adhere to critical administrative processes and universal policies.
• Analyze data and review processes to improve standardization, usability, and compliance, while developing tools that enhance collaboration, transparency, and reporting across institutions.

35%: Training & Customer Support

• Triage and respond to unique or urgent requests from stakeholders.
• Assist in the development and delivery of training sessions for GME leadership, administrators, trainees, and staff.
• Create and maintain support tools and training processes for RMS users.

20%: Special Projects, Meetings, & Events

• Lead MMCGME on committees, preparing agendas, minutes, and ensuring follow-up on action items.
• Plan and oversee budgets, cost negotiations, and fiscal planning for MMCGME-hosted events.
• Create documentation such as workflows, standard operating procedures (SOPs), and process maps.

Required Qualifications:

• BA/BS degree with at least two years of experience or a combination of related education and work experience to equal six years.
• Minimum three years of experience in undergraduate medical education or graduate medical education.
• Working knowledge of New Innovations Residency Management Suite (RMS) software and the MMCGME infrastructure.
• Demonstrated experience with process improvement, detailed coordination, and project oversight.
• Ability to work effectively in a remote work setting with independent judgement and discretion.
• Strong interpersonal and customer service skills in a fast-paced, high-volume setting.
• Demonstrated resourcefulness in identifying errors and solving problems.
• Experience in event planning.
• Strong written and oral communication skills with experience in training and delivering presentations.
• Advanced proficiency in Microsoft Word, Excel, PowerPoint, and survey tools (e.g., Qualtrics).

Preferred Qualifications:

• Proven ability to build and maintain collaborative relationships with diverse stakeholders at all organizational levels.
• Ability to adapt to change, prioritize multiple tasks, and remain proactive.
• Self-motivated, strategic thinker, and proactive problem solver.
• Flexible and professional in dynamic and changing workflows.
• Experience contributing to institutional compliance, reporting accuracy, and operational integrity.

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 Range: $31.25-$33.65 per hour ($65,000-$70,000 annualized); depending on education/qualifications/experience

Time Appointment Category: 100% Appointment

Work Location: Hybrid; 90% 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 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).