Job ID359776 LocationTwin Cities Job FamilyLR-Clerical Full/Part TimeFull-Time Regular/TemporaryRegular Job Code1897 Employee ClassAFSCME Unit 6 - Clerical About the Job The Faculty and Communications Coordinator for the Rural and Metropolitan Physician Associate Programs (RPAP & MetroPAP) coordinates the daily operations of the office; provides administrative support for multiple individuals and electronic calendars; establishes and maintains effective working relationships; submits financial transactions; coordinates programmatic physician visits throughout the year; plans events, and executes a communications and marketing strategy. This person provides administrative support for the core faculty of RPAP and MetroPAP, including the Director of RPAP and MetroPAP. This position coordinates communication with community preceptors, works in collaboration with the Education Program Specialist, and reports to the Director of Operations and Program Development of RPAP and MetroPAP. They interact regularly with administrative staff of health systems across the state, medical students, and a variety of internal and external partners. This position is hybrid, with both virtual and in-person components. The person in this role must be able to work on the Twin Cities campus as needed for program/student events and other in-person days. We welcome applicants with diverse backgrounds and experiences. Individuals with applicable work experience or transferrable skills are encouraged to apply. This position actively supports and advances the University's commitment to equity, diversity, and inclusion. Responsibilities (These examples do not include all possible responsibilities in this work, and do not limit the assignment of related responsibility in any position of this classification.): Administrative Coordination (60%) Office Management: Provide administrative coordination and support for program faculty and staff, including but not limited to preparing materials, reports, and printouts, sending communications, Fleet Vehicle reservations, travel arrangements, mailings and mass emails Serve as executive assistant to the program director, director of operations and program development; and support program faculty as needed with special projects and administrative tasks, including but not limited to calendar management, Chrome River/financial reimbursement support, and Google calendar support Serve as first contact to the RPAP/MetroPAP office, including greeting faculty, staff, and students for in-person events, answering the phone, directing visitors to appropriate resources or personnel; handle complex interpersonal communication to liaise with other staff teams at UMN as well as health systems across the state Manage program phone line and shared email, answering email queries from students, faculty, preceptors and other stakeholders and/or triaging and prioritizing email to appropriate program staff Manage multiple electronic calendars Manage supply ordering, building maintenance requests, and computer troubleshooting Process and submit financial documentation for purchasing and expenses for payment or reimbursement for all program expenses including travel Arrange all logistics for program and conference travel, including transportation, hotel, and registration; manage vendor relationships Perform data entry related to student, site, and alumni information; facilitate data queries and requests Coordinate videoconferencing needs and technology support at office functions and events; support meetings as requested (running polls, breakout rooms, recordings, noting action items, etc. Plan and manage an annual process to coordinate resources and references for program year, including but not limited to photo rosters, contact lists, maps, site summaries, housing information, preceptor and specialty faculty certificates Plan and coordinate annual office processes including alumni and site database updates, adjunct and community instructor ppointments and renewals, travel schedules, and important dates for program calendars; manage meeting calendars, agendas, RSVPs, and logistics (online and in person) Program Communications and Education Support: Support and execute leadership's marketing strategy, both internal to the University and Medical School and external to the University Create and coordinate program communications, including regularly reviewing and updating websites, preparing and monitoring social media posts, publishing periodic newsletters by creating/writing content and coordinating special features, and coordinating/preparing mass emails Support faculty and staff presentation preparation (conference, recruiting, internal presentations) including editing, themes, fonts, style/appearance, curating and placing photos or videos Support development of audio and video for educational and recruitment purposes, including researching best practices, curating video testimonials or audio recordings, audio/video editing Visit Schedule: Support Operations and Program Development Director in executing annual visit schedule, including planning and creating itineraries, tracking, reminders, coordinating schedule changes, and maintaining up-to-date schedule on RPAP calendar Manage process to coordinate and distribute materials and travel folders to core faculty, specialty faculty, and students Support online and virtual visits in the event of prohibitive weather Track and process travel reimbursements for staff, program faculty, specialty faculty, and students Student Support (15%): Create a welcoming and inclusive environment for all current and prospective students from a variety of backgrounds, communities, and identities interacting with the program Assist in the development and execution of leadership strategy for student recruitment campaigns specific to the wants/needs of Duluth students, Twin Cities students, and St. Cloud students, and specific to the two individual programs (RPAP and MetroPAP) Interact with current and prospective students via email, phone, and face-to-face contact to answer questions and/or direct questions to appropriate personnel Create and update informational materials for students such as recruitment materials, program information handouts, webpages, flyers, and bulletin boards Support program team with student-related initiatives as necessary Event Coordination and Support (20%) Application/Interview Season: Update webpages, links, application forms, and other recruitment materials Schedule RPAP & MetroPAP information sessions and interview dates & locations, reserve rooms, coordinate technology needs Assemble applicant files and other materials needed for interviews and selection Coordinate and distribute student communications, including acceptance/rejection announcements Support faculty, directors, and students throughout the application and selection process Event Planning: Coordinate and support event planning for major program events including orientation, mid-year retreat, end-of-year, faculty retreats, information sessions, ROE, SIM, and other related program activities Coordinate event... 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.