Research Administrative Support [Administrative Associate 1] (348109)

Research Administrative Support [Administrative Associate 1] (348109)

(Job Posting ID: 348109)

Faculty Position in Rural Aging and Cognitive Health

Memory Keepers Medical Discovery Team – Health Equity

The Memory Keepers Medical Discovery Team-Health Equity (MK-MDT), University of Minnesota Medical School, Duluth campus, is seeking Research Administrative Support. Reporting to the Research Manager, this person will be responsible for providing administrative support to the research manager, executive director, administrative associate, and project coordinators in the MK-MDT. The MK-MDT conducts research on dementia and its associated risks and co-morbidities in partnership with Indigenous and rural communities.

Our modern facilities have been thoughtfully constructed to foster team science approaches to research and well-being. The MK-MDT investigators and staff work collaboratively with academic and community research partners in the US and Canada using a community-based participatory research framework.

Job Duties

40% — Administrative Support for Research Manager

  • Develop and communicate standard operating procedures
  • Participate in employment onboarding
  • Provides independent administrative support in a fast-paced environment with many competing demands requiring the ability to quickly adapt to short deadlines and last minute requests
  • Develops and oversees administrative and operational workflow to manage and execute assigned projects
  • For assigned projects, develops communication plans to engage the research faculty, staff and students to include follow through and evaluation
  • Works collaboratively with researchers to draft and revise tables and charts for clear, accurate, and professional appearance in publications, reports, posters, and presentations using Word, Excel, or PowerPoint as needed
  • Recommends plans to adapt to changing project and task requirements
  • Plan and support community events to promote MK-MDT research projects
  • Perform other duties as assigned by the Research Manager or Executive Director

25% — General Administrative Support

  • Produce word processing documents from various sources to distribute to faculty, staff, and community partners
  • Organize and distribute agendas and take meeting notes of various research and leadership meetings
  • Work closely with the Admin Associate of the MK-MDT to provide cross-coverage for faculty as needed during vacations, medical leaves, and employee transitions
  • Provides support as needed for finance including procurement, reconciliation of expenses, vendors set-ups and service contact requests.
  • Assists as requested with arrangements for annual faculty evaluations, promotion and tenure reviews, faculty and committee meetings, and minutes
  • Prepares detailed itineraries and coordinates processing of pre- and post- travel documentation with University travelers as needed, manages details for air/hotel reservations, travel allowances, and reimbursements in compliance with official policy of external funding organizations and the University of Minnesota
  • Identifies vendors and negotiates business/services contract. Examines contract details to
    ensure terms are fulfilled according to the terms. Resolves contract related issues.
  • Identifies program/project reporting needs and prepares internal and external reports.
  • Acts as representative of unit/administrator on specifically assigned matters. Represents
    functional areas to internal and external agencies and partners.
  • Perform other duties as assigned by the Admin Associate

25% — Research Project Support & Coordination 

  • Organize and distribute agendas and take notes of various project meetings
  • Participant tracking and payments using the ClinCards
  • Interview transcript review/verification
  • Consult with the Administrative Associate of the MK-MDT and Project Coordinators to approve project invoices
  • Assist Project Coordinators with backup of research data
  • Coordinate and schedule Investigator meetings and full team meetings in person and via videoconferencing platforms (Zoom) as requested, preparing travel and meeting itineraries, and arranging audiovisual support if needed
    • Perform other duties as assigned by the Project Coordinators

10% — Manuscripts/Publications/Bibliographic/Grant Management

  • Works with authors to finalize manuscripts for publication, including detailed editing of references to conform to various journal requirements, formatting complex graphs and tables, and placement of images into manuscripts
  • Demonstrates advanced proofreading skills and attention to detail for review of materials before submission of manuscripts, and/or other materials
  • Provides copy writing and editing for scientific manuscripts and grant proposals
  • Consults journal style manuals and manage on-line journal submission of copyright permissions, correspondence, tables, graphic files, main body of article, and submission management
  • Uses bibliographic software skills (EndNote, Works, etc.) to maintain extensive publications lists for curriculum vitae and grant applications, as well as for references in journal publications, website lists, and progress reports
  • Ensures that publication data is current, track publications, work with multiple authors/contributors, and ensuring compliance with the PubMed Central (PMC) process
  • Assists and train staff in bibliographic software/document formatting practices as needed


Required qualifications:

  • BA/BS or a combination of related education and work experience to equal four years; applies knowledge and skill with emphasis typically on prevision and timeliness of execution.
  • Must be able to prioritize work while maintaining flexibility for timelines, deadlines, and urgency of specific tasks
  • Must be able to work independently as well as with a team
  • Experience in working with confidential information
  • Ability to take initiative and prioritize tasks
  • Excellent verbal and written communication, organizational, time management and problem-solving skills
  • Excellent interpersonal skills with ability to interact with faculty, staff, and community members
  • Advanced proficiency with Microsoft Word, Excel, PowerPoint

Preferred qualifications:

  • Experience and knowledge of rural and Indigenous health
  • Experience with exposure to sensitive/confidential data
  • Experience working in an academic or research setting
  • Demonstrated ability to multi-task, be highly productive, highly professional, meet deadlines, and work well under pressure
  • Experience and advanced knowledge of word processing, spreadsheet (including graphs and charts), and presentation software
  • Experience in manuscript preparation and submission, to include knowledge of bibliographic management software
  • Demonstrated strong organizational, communication, and interpersonal skills
  • Comfortable and confident communicating with faculty, staff, and students
  • Strong attention to detail
  • Zotero experience

About the Department

The mission of the University of Minnesota Medical School, Duluth campus is to be a national leader in improving healthcare access and outcomes in rural Minnesota and American Indian/Alaska Native (AI/AN) communities.

We do this by:

  • Educating medical students dedicated to serving rural Minnesota and American Indian/Alaska Native communities

  • Fostering excellence in research

  • Emphasizing the training of physicians in Family Medicine

  • Creating strong partnerships locally, regionally, nationally and internationally

  • Working in innovative, interdisciplinary and inter-professional teams


Working at the University

At the University of Minnesota, you’ll find a flexible work environment and supportive colleagues who are interested in lifelong learning.  We prioritize work-life balance, allowing you to invest in the future of your career and in your life outside of work.

The University also 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 Scholarship
  • 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

Please visit the Office of Human Resources website for more information regarding benefits.

How to Apply

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 or call (612) 624-UOHR (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:

Twitter @MemoryKeeperMDT


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