Job Description

The Department of Pediatrics has an exciting opportunity for an Operations Coordinator/Department Facilities Representative to contribute to the improvement of childrenâ™s health through applying their exceptional organizational talents in support of pediatric research, education, and clinical care. This role functions at the heart of the department, working with faculty and staff as well as colleagues from across the Medical School and partner organizations. 

While this in-person position is located at the University of Minnesota Masonic Childrenâ™s Hospital on the West Bank, it also requires travel throughout the University of Minnesota - Twin Cities campus. Standard work hours are Monday-Friday from 7:00 am to 3:30 pm and can require after hours support. Note that required qualifications must be reflected in application materials. We are seeking to enrich the diversity of our workplace community and encourage applicants from diverse communities and cultures to apply. Learn more about diversity, equity, and inclusion in the Department of Pediatrics here:  

The operations coordinator will also be responsible for modifying the department website, online biographies, and media channels in order to promote and market the work of faculty, staff, and trainees to the general public. The role also includes operational oversight of the Academic Office Building and special projects. 

Responsibilities: 

60% Space & Departmental Facilities Representative 

• Department Access Coordinator â“ maintain information on keys and lock codes, order keys, place requests to Department of Public Safety Access Services for card key access for department members.
• Process access or badge access requests, access termination requests, and review existing access across all groups when needed/prompted for access audit purposes. 
• Coordinate moves of labs, offices, materials between University Buildings, and to/from offsite locations. 
• Obtain move supplies, arrange/schedule movers from moving companies, advise staff on packing best practices, and assist with remaining logistics of related move needs. This includes supervising movers on move day; giving direction on routes, handling of materials, positioning of materials at destination.
• Arrange for installation of network wiring, activation of network drops, installation and moves of telephones. Recommend locations for wiring.
• Coordinate with outside vendors re: furniture needs, including assessing needs, working with vendors for drawings, bids, installs, & payment processing. Resolves contract related issues.
• Coordinate with outside vendors and act as on-site contact for vendors re: moving services for lab clean outs and office moves, including assessing needs, working with vendors re: timing & supplies needed, being on site the day of moves to coordinate access & oversee the project, & payment processing.
• Assemble and analyze data from space reports to provide space information to multiple stakeholders. Facilitate necessary changes within our departmental space inventory in the TRIRIGA system and in collaboration with other Departments as necessary (MIDB, StemCell Institute, LHI, MCC, etc).
• Recommend models of equipment and suppliers to new faculty based on University contracts, vendors, and cost.Obtain quotations from vendors for required lab and medical equipment requested by new faculty. 
• Facilitate changes within our departmental capital equipment inventory, including changing locations and submitting asset disposal forms as necessary
• Liaise with internal University partnersâ“OIT, NTS, UMN Facilities Management, Egan, & Fairview facilities & EVSâ“as needed for phone moves, device relocations, and maintenance requests.
• Use PCard and/or create and reconcile UMarket cart or POs as needed for space and facilities related expenses.  Coordinating with [email protected] to pay vendor invoices for various onsite services.
• Assess and arrange for facility repairs of varying magnitudes. 

25% Website Communications

• Conducts analysis and makes recommendations to improve inefficiencies and effectiveness of website operations to best align with overall department goals.
• Oversee department website email; respond, process and escalate website requests.
• Recommend project plans to improve the department website. Execute department website projects, audits and reports.
• Engage with faculty and staff to plan and develop new website content.
• Maintain and update faculty online biographies, news and events, and general website content.
• Maintain Department media channels and other communications as needed.
• Hire, train and supervise website student workers.

10% Academic Office Building (AOB) Concierge Services

• Serve as the central administrator for AOB employees and vendors. Monitor and triage AOB and department phone and emails. Continually improve AOB operations, processes, and services.
• Oversee building scheduling and technology needs to include scheduling system and processes, technology, and space. Provide technology support service and serve as onsite contact for technology needs.
• Create and maintain AOB online resources for reference by building occupants.
• Triage and escalate AOB technology and facilities requests.
• Hire, train and supervise concierge services student workers.
• Conduct receiving and billing for vendors for AOB. Make departmental purchases for operations such as office supplies, machine ordering/upkeep, and other technology needs in the AOB.

5% Other duties as assigned

• Special projects, such as streamlining the OGC contract request intake processes with the Medical Schoolâ™s Contract Office.
• Maintain org. chart and clinic composites for the department and related clinics.
• Plan, prepare, and execute departmental events as assigned.
• PRESS, Grand Rounds, Socials, Large meetings in AOB spaces.
• Prepare faculty reviews and assist with filing post review season to maintain records.

All required qualifications must be documented on application materials

Required qualifications:

• BA/BS or a combination of related education and work experience to equal four years; applies knowledge and skill to a recurring task or activity with emphasis typically on precision and timeliness of execution.
• Must be fluent in English. Excellent verbal and written communication skills. Demonstrates advanced editing and proofreading skills.
• Ability to manage large quantities of correspondence. Responds to inquiries professionally, accurately and timely.
• Able to navigate both PCs and Mac products as well as understand, navigate, and troubleshoot various software and hardware under time constraints.
• Ability to independently investigate, execute and track to completion tasks within a complex infrastructure that includes multiple organizations and units.

Preferred qualifications:

• Demonstrated related experience working in a clinical or academic medicine setting.
• Experience providing direct support to high level positions.
• Working knowledge of medical terminology.

About University of Minnesota Twin Cities

The University of Minnesota, founded in the belief that all people are enriched by understanding, is dedicated to the advancement of learning and the search for truth; to the sharing of this knowledge through education for a diverse community; and to the application of this knowledge to benefit the people of the state, the nation, and the world.

Connections working at University of Minnesota Twin Cities

Job Tags

Contract work, Traineeship, Work experience placement, Relocation, Monday to Friday,

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