Operations Associate (Admin Associate 1)

The Operations Associate (Administrative Associate 1) is a dual-function role responsible for managing the logistics of medical student institutional assessments/board exams in the clinical phase and high-level operation/administrative support. This position ensures the seamless execution of high-stakes testing while serving as a key organizational partner to the Assistant Dean for Assessment and Evaluation. This role requires the flexibility to work early mornings on a regular basis to accommodate exam proctoring schedules.

Job Duties/Responsibilities:

80%: Operations

• Oversee the administration of NBME exams, including coordinating student rosters and accommodations via the NBME Services Portal.

• Manage logistical planning, scheduling, and budgeting for internal assessments such as CBSSA and CCA.

• Register and train clerkship coordinators, staff, and student interns to serve as proctors.

• Ensure all testing aspects meet LCME requirements for comparability and equivalency.
• Partner with the Disability Resource Center to ensure testing accommodations comply with University policy and the ADA.
• Manage Institutional Assessment courses within Canvas, ensuring students receive objectives, schedules, and grades.
• Manage business and service contracts for assessment software tools
• Collaborate with the Assistant Dean and Finance Department to develop and monitor operational and program budgets.
• Manage logistics for special initiatives such as academic and faculty development events, seminars and team-building activities.
• Work with Assistant Dean, other leadership, and HR to recruit and hire research and medical students for special projects.

20%: Administrative Support

• Act as an official representative for the Assistant Dean on specifically assigned matters.

• Manage complex calendars, including scheduling conference rooms, video conferencing, and various on-campus or off-site venues.

• Serve as the primary administrative lead for the standing Assessment Committee by preparing materials, taking minutes, and monitoring attendance and membership.

• Assist with the preparation and compilation of reports as needed.

• Act as a resource for the Assessment and Evaluation team regarding travel arrangements, conference registrations, and purchasing.

• Provide support as needed to Office of Medical Education colleagues for project implementation and staffing major events like graduation or orientation.

All required qualifications must be included in the application materials

Required Qualifications:

• BA/BS degree or a combination of related education and professional experience totaling four years.
• Experience coordinating complex projects, programs, events, or operations in a professional setting.
• Experience supporting or coordinating high-stakes activities requiring accuracy, confidentiality, and attention to detail.
• Demonstrated ability to manage multiple priorities and work independently in a fast-paced environment.
• Strong organizational, problem-solving, and customer service skills.
• Demonstrated ability to establish and maintain collaborative working relationships with diverse stakeholders.
• Experience using technology and software systems to support operations, scheduling, reporting, or troubleshooting.
• Proficiency with Microsoft Office Suite, Google Workspace, and videoconferencing technology.
• Strong written and verbal communication skills.
• Ability to work occasional early mornings and evenings to support exam and event schedules.

Preferred Qualifications:

• Experience in higher education, academic medicine, healthcare, or student services administration.
• Experience supporting computer-based testing, exam administration, or other high-stakes assessment environments.
• Experience with classroom scheduling, facilities coordination, or event logistics.
• Experience working with databases, reporting systems, or scheduling platforms.
• Experience managing budgets, purchasing, contracts, or financial processes.
• Familiarity with national board exams such as NBME assessments.
• Familiarity with assessment best practices.
• Experience with tools such as Canvas, Qualtrics, or Astra Scheduling.
• Experience training or onboarding individuals or groups.
• Experience providing executive or administrative support requiring professionalism and confidentiality.
• Editing and proofreading experience.

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: $26.44-$29.81 per hour ($55,000-$62,000 annually); depending on education/qualifications/experience

Time Appointment: 100% Appointment

Work Location: Hybrid

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

While our salary ranges provide a framework, it is important to note that most of the
time, the initial pay may not reach the maximum of the range. This approach ensures
that compensation reflects the value and unique contributions of each candidate while
maintaining equity within our organization. As part of our commitment to fair and
equitable compensation, please be aware that the salary offered to incoming candidates
will be based on their individual credentials and experience.

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).