Administrative Assistant
Job in
Saint Paul, Ramsey County, Minnesota, 55199, USA
Listed on 2026-09-20
Listing for:
University of Minnesota
Full Time
position Listed on 2026-09-20
Job specializations:
-
Administrative/Clerical
Office Administrator/ Coordinator, Business Administration -
Business
Office Administrator/ Coordinator, Business Administration
Job Description & How to Apply Below
About the Job
University of Minnesota
Job Title Administrative Associate 2
Job Code 8202AO
Posting Title CIDRAP Administrative Assistant
Location Minneapolis, MN (Mayo Building)
The CIDRAP Administrative Assistant supports the Center for Infectious Disease Research and Policy (CIDRAP) through programmatic and administrative duties to support program leadership. This position provides executive program and administrative support to the Director of the CIDRAP, the Executive Team, and other personnel as needed. The position liaises and works in collaboration with senior management, project directors and staff, application developers, external vendors, funders, external stakeholders, and additional internal stakeholders.
The Administrative Assistant performs an extensive range of complex, confidential, and sensitive functions that facilitate successful completion of executive, administrative, and advisory responsibilities.
- Foster ongoing communication and collaboration with external partners, stakeholders, senior leadership, and project staff to support program goals and operations.
- Provide administrative and operational support to ensure efficient program execution and stakeholder engagement.
- One of the main points of contact with external partners to negotiate and administer contracts and identify opportunities for improving business processes.
- Draft, edit, and distribute a variety of communications, including emails, memos, reports, meeting summaries, and other program-related materials.
- Coordinate meetings by preparing agendas, distributing materials, documenting action items, tracking follow‑up tasks, and managing calendars.
- Manage, administer, maintain, edit, and add website content.
- Order and maintain office supplies and coordinate inventory management as needed.
- Reconcile multiple procurement card accounts; initiate travel authorizations, advance payments and contracts for professional services, receipt receipts for purchasing orders. Process purchase orders for databases, software, subscriptions, memberships & other appropriate resources.
- Maintain current knowledge of University fiscal policy & practices and serve as a resource to keep staff informed.
- Review invoices and statements for telecommunications, technology, and other University services to ensure accuracy and appropriate allocation of expenses.
- Monitor and identify funding opportunities, grant announcements, and Requests for Proposals (RFPs) aligned with the research portfolio.
- Maintain and regularly update databases of funding opportunities, collaborators, strategic partners, and key stakeholder contacts.
- Maintain a centralized calendar of grant deadlines and coordinate internal proposal timelines.
- Provide proactive administrative and project coordination support to advance research funding, partnership development, and dissemination activities.
- Establish effective communications and relationships with others, including university officials and employees, policymakers, executives, scientists, clients, news media, and other internal & external partners.
- Serve as a liaison between the Executive Team and key University offices, including the Research and Innovation Office (RIO) and Central Human Resources.
- Review, prioritize, and route incoming communications, manage unscheduled internal and external inquiries, research, compile and summarize background information, independently investigate issues, recommend possible solutions.
- Assist in scheduling meeting with internal and external partners.
- Provide administrative support for the Osterholm Chair position.
- Research, explore, and identify new funding opportunities for senior management consideration.
- Assist in managing departmental email accounts.
- Participate in special projects and initiatives that support departmental and organizational priorities.
- Other duties as assigned by senior management.
Required Qualifications
- BA/BS in business administration, public health, communications, or a related field of study that would support effective management, planning and communication, with at least 2 years of relevant experience, or a combination of education and experience equal to 6 years.
- Administrative experience in a professional setting in which the candidate has excelled in collaborative project management and leadership in…
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