About the Job
Key Responsibilities:
30% Office/Admin Coordinator:
- Staff Lions Gift of Sight (LGS) reception desk during agreed upon hours, greet staff and visitors with a positive attitude and provide a welcoming environment.
- Overall responsibility for office management, ensuring a tidy, well-organized and functional work environment, including organization of shared workroom.
- Manage office equipment and serve as the central point of contact for service calls.
- Proactively resolve operational issues and propose efficiency improvements.
- Receive and distribute mail, receive deliveries and direct visitors as needed.
- Manage keycard assignments and changing door codes; regularly audit issued keycards and oversee LGS visitor pass usage.
- Serve as the point of contact for the LGS package delivery room, including camera access and updating/disseminating door codes.
- Answer phone calls to the Business Office, providing prompt and professional assistance, returning voicemails, and routing calls appropriately.
- Maintain records of VOIP phone assignments, including the phone tree and hunt groups.
- Assist with onboarding new employees by issuing keys, VOIP access, welcome signs, and new mail folders.
- Manage departmental parking authorizations.
- Track MiFis usage.
- Provide general support for administrative projects and meetings.
- Stay current on required training and submit documentation to Quality Systems in a timely manner.
- Represent the administrative team on internal committees as needed, actively participating in meetings and providing input.
70% Financial:
- Generate accurate and timely invoices for transplant and research eye tissue acquisition fees.
- Proactively follow up on past due accounts, communicating with customers to resolve outstanding balances and collect.
- Maintain office supply inventory.
- Verify tissue import expenses and process payments.
- Act as a Purchasing Card (PCard) holder, overseeing assigned transactions and ensuring compliance with policies and guidelines.
- Train and maintain proficiency in UMN EFS Accounts Payable to act as backup for LGS and OVNS general purchasing as needed.
- Collaborate with the LGS Administrative Manager to create and implement systems for onboarding new revenue streams.
- Monitor and generate accurate and timely invoices for all other revenue streams (recovery services, processing, call center services, royalties, ISO/ESO, etc.).
- Setup new customers in QuickBooks and maintain customer records.
- Post payments received (AR) in QuickBooks, including checks, credit cards, and wire transfers.
- Prepare weekly and month-end deposits in QuickBooks.
- Ensure end-of-month invoicing is completed, coordinating with Research and Allocation departments for approvals.
- Conduct monthly billing audits and resolve discrepancies promptly.
- Respond to supervisor feedback and meet established expectations.
- Create, update, and maintain LGS AR operations manual, ensuring accuracy and reflecting changes and improvements as needed.
- Provide necessary information and support during audits and financial reviews.
- Understand, and reference, the University of Minnesota purchasing policies and procedures, ensuring compliance at all times.
This position is represented by a bargaining unit, AFSCME Clerical.
Salary Range: $23.32 to $33.92; actual starting salary is dependent on experience and qualifications. Anticipated Starting Salary: $24.28hr to $27.74hr.
Qualifications
All required qualifications must be documented on application materials.
Required Qualifications:
- High school diploma/GED and four years of general accounts transaction experience.
- Training may be substituted for some of the years of experience.
- Demonstrated experience in office administration and financial operations.
- Excellent organizational skills with strong attention to detail.
- Professional communication and customer service skills.
- Proactive problem-solving abilities and a collaborative mindset.
Preferred Qualifications:
- Proficiency in QuickBooks and Google Workspace (Gmail, Chat, Sheets, etc.)
- Experience with the University of Minnesota's EFS purchasing system and related policies/procedures.
- Demonstrated experience in process improvement initiatives.
About the Department
The Department of Ophthalmology and Visual Neurosciences and its success is built upon the innovation and drive of every member of our team, from faculty to administrators to technicians. Put simply, all of us are driven to provide the best eye care for our patients, discover new treatments, and educate the next generation of eye care professionals.
For more information, please visit our website at https://med.umn.edu/Ophthalmology
Lions Gift of Sight (formerly Minnesota Lions Eye Bank) was established after the partnership between the Lions and the Department of Ophthalmology & Visual Neurosciences came to life in 1960, providing donor eye tissue for transplant, research, and teaching and promoting donation through education. Lions Gift of Sight has helped restore sight to more than 22,000 people by providing cornea tissue for transplantation and is one of the largest and most successful eye banks in the world.
For more information, please visit our website at: https://www.lionsgiftofsight.org/
Benefits
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 Tuition Benefit Program
- Low-cost medical, dental, pharmacy, disability plans
- Healthcare and dependent care flexible spending accounts
- University HSA contributions
- 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 have the opportunity to complete an online application for the position and attach a 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.
Diversity
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
Employment Requirements
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.
About the U of M
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).
