Administrative Specialist- SPPDG

Responsibilities

This position is in support of the Special Purpose Processor Development Group (SPPDG (~~~/) ), a research group focused on design, analysis, and testing of high-performance electronics located on the Rochester, MN campus.

Our team is in need of an experienced administrative assistant who is also able to assist with graphical documentation review. Primary duties include the ability to apply expertise to perform a variety of non-clinical administrative support tasks including scheduling, coordination, and follow-up tasks for meetings, events, and professional travel; managing of calendars; preparing documents and presentation materials; processing invoices and reimbursements; composing and/or transcribing correspondence/documents; supporting departmental projects/activities; creating and maintaining web sites, web pages, artwork content databases, spreadsheets,; answering telephones and providing related follow- through. Exhibits initiative, proficiency, and adaptability to optimize the time of those supported. Strong organizational, communication, and interpersonal skills; a commitment to quality and excellence in service; confidentiality; and professionalism are important components of the role. Demonstrates proficient use of computer hardware and software, telecommunication, and other office equipment and ability to navigate multiple systems simultaneously. Is accountable for ensuring accuracy and completeness through attention to detail.

Qualifications

Position requires high school diploma or G.E.D. with a minimum of two years' experience in an administrative support role or one-year degree/diploma in an administrative, business, or medical-related program with a minimum of one-year experience in an administrative support role, or an associate degree in an administrative, business, or medical-related program.

This is a 1.0 FTE position, with an estimated work split of 0.8 FTE focused on administrative support duties, and 0.2 FTE supporting graphical documentation review and archival.

Administrative Support duties include

• Meeting scheduling and calendar coordination

• Travel planning, booking, and expense reimbursement

• Purchasing and tracking expenses

• Greeting and escorting visitors

• Receiving deliveries and distribution to staff

• Updating resumes for research staff

• Coordination of group events, including managing catering orders

Graphical Documentation Support duties include

• Review of graphical documentation (charts, block diagrams, conceptual renderings, photos, etc.) to ensure consistency with existing Mayo Clinic and SPPDG artwork

• Minor alteration of graphical content to conform to existing style guidelines (such as color, layout, font, etc.)

• Archival of graphical documentation in existing content server

• Note: Support duties do not require a background in graphic design

Preferred Competencies

• Ability to thrive independently with minimal supervision, manage multiple tasks simultaneously, demonstrate the ability to think critically, and provide exemplary customer service

• Ability to prioritize and manage workload in a highly dynamic, fast paced environment

• Comfortable with ambiguity and able to make preliminary decisions with limited and/or incomplete information

• Ability to prioritize, shift tasks, and adapt to a rapidly changing environment

• Demonstrate ability to solve problems by planning in advance to avoid potential crises and conflict

• Demonstrate effective and appropriate decision-making, judgment, attention to detail, and follow-through

• Demonstrate proficient application of English grammar, punctuation, and sentence structure

• Ability to handle sensitive information appropriately

• Experience with Microsoft Office tools such as Outlook, Word, and Excel

• Experience with Mayo Clinic enterprise-wide systems for travel coordination (Get There), timekeeping (UKG), and expense management (Oracle)

• Knowledge of Mayo Clinic Research practices, policies, and tools used for resume/CV management (Biosketch and REAIMS)

• Ability to acquire Notary Certification

• Work-related administrative experience within the last ten years

This position requires obtaining and maintaining a Secret clearance and adhering to security requirements as described in the NISPOM. Therefore, must be a U.S. Citizen.

Exemption Status

Nonexempt

Compensation Detail

$20.61- $28.91 / hour; Education, experience and tenure may be considered along with internal equity when job offers are extended.

Benefits Eligible

Yes

Schedule

Full Time

Hours/Pay Period

80

Schedule Details

Monday-Friday; Work schedule of 9 hours per day, 9 weekdays per two week pay period.

Weekend Schedule

Not required

International Assignment

No

Recruiter

Stephanie Baird

Equal opportunity

As an Affirmative Action and Equal Opportunity Employer Mayo Clinic is committed to creating an inclusive environment that values the diversity of its employees and does not discriminate against any employee or candidate. Women, minorities, veterans, people from the LGBTQ communities and people with disabilities are strongly encouraged to apply to join our teams. Reasonable accommodations to access job openings or to apply for a job are available.