Program/Project Specialist

Posting Date: 05/08/2019
Closing Date: 07/08/2019
Posting Level: Entry Level

Job Title:Program/Project Specialist

Job ID: 328705

Location: Twin Cities

Qualifications Required (Must be Documented on your Applicant Materials):
• High school diploma/GED and five years related experience to include project management experience. Coursework in a related field may substitute for some years of experience.
• Experience planning and organizing events.
• Ability to perform as an effective, positive, team member.
• Ability to work independently.
• Proficient written and verbal communication skills.
• Advanced computer skills (Microsoft Word, PowerPoint, email, database, excel spread sheets, etc..)
• Strong organizational skills and attention to detail.
• Excellent history of attendance and on-time performance.

• Experience and/or education in a health related area.
• BA degree in related field.

About the Job: Program & Project Specialist

Institute for Engineering in Medicine - Medical School

The Program/Project Specialist in the Institute for Engineering in Medicine is responsible for planning, coordinating, and executing complex and diverse projects that further the IEM mission of strengthening collaborative efforts between the disciplines of engineering and biomedicine at the University of Minnesota, and fostering collaborations with medical device industry. IEM strives to be a world leader in the creation and innovative application of engineering solutions to medical and health problems and this position is essential to the development of comprehensive programs that combine spectacular engineering advances with disease and medical knowledge and apply them to the diagnosis, treatment, and prevention of diseases affecting our society.

Duties and Responsibilities include:
70% IEM Program /Project Support:

• IEM Seminar Series Coordinator:
- Plan and establish monthly seminar schedule that features guest lecturers in all key research themes (Cardiovascular Engineering, Neuroengineering, Cellular and Molecular Bioengineering, Medical and Biological Imaging and Medical Devices).
- Consult with faculty host on visit goals, collaborate with IEM members and resource centers on schedule, and exercise independent judgment and discretion to coordinate itineraries and materials for all speakers invited to campus.
- Serve as point contact for all seminar program logistics; coordination duties include scheduling events through ASTRA and the Office of Classroom Services, catering with University Dining Services, equipment needs with AHC-IS IT tech personnel.
- Create and coordinate seminar communications including correspondence, mailings, and department website content to IEM membership and their lab personnel.
- Create, implement and maintain seminar program records.
- Manage $40k budget for series: Create purchase orders for external consultants and vendors, expense reimbursements that follow A-21 and University of Minnesota policies for external faculty speakers, reconcile activity in general ledger, request funds from foundation, provide detailed justifications to accounting.

• IEM Research Collaborations Coordination:
- Assist the Administrator of IEM to organize various group meetings to foster collaborations from faculty with medical and engineering expertise.
- Coordinate and schedule over 50 small group meetings per year for research collaborations.
- Coordinate and schedule over 10 collaboration meetings of IEM faculty members with collaborators out of the University of Minnesota.

• IEM Event Coordination and Logistics:
- Manage $45k budget for IEM Annual Conference and Retreat; work with staff to set up contracts for key vendors such as photographer, venue, printing, and student travel and poster awards.
- Manage judging process for approximately 100 poster submissions at large annual events, such as, the IEM Annual Conference and Retreat and Neuromodulation Symposium; track submissions, tabulate scores of judges, provide reports to award committee, and maintain program records.
- Plan and coordinate event logistics including participant registration, print materials, signage, external contracts, onsite DORS credit card processing, and volunteer coordination.
- Collect, prepare, tabulate and compose information to create professional publications, promotional materials, annual reports, newsletters, conference flyers, posters, press releases and PowerPoint presentations.
- Gather information for ‘data mining projects’ from researchers, internal and external stakeholders and incorporate it into publications and electronic media.
- Initiate and track collection of final progress reports for presentation in IEM publications and annual reports.
- Process complex financial documents to include invoices, purchase orders, employee reimbursements and reconciliation of purchasing card transactions.

30% Administrator Support and Other IEM projects:
• Provide administrative support as determined by the IEM Administrator to IEM research groups and centers. Work may include planning IEM supported research symposiums and other similar events.
• Coordinate and track reviews of IEM award nominations including the Walter Barnes Fellowship, and IEM Faculty Career Development Award.
• Serve as initial contact for information related to the management of IEM resources which includes representing IEM at national meetings, such as EMBS and BMES.
• Assist resource center Directors with special projects as needed, such as, developing Cancer Animal Core flyers, BioCoR brochures, faculty award nominations, Shanghai Jiao Tong delegation visits, and Lang fellowship award process.
• Identify issues and provide solutions on office standard operating procedures (i.e. kitchen supplies, vendor contracts, and project workflows).
• Serve as liaison on behalf of Administrator for complex interpersonal correspondence to Institute for Engineering in Medicine (IEM) stakeholders.
• Other projects as assigned.

Reports to: Administrator (Stephanie M. Scott)
Probationary Period: 6 months
Salary Range: $17.31/hr - $29.10hr, DOQ

**The University of Minnesota offers a comprehensive benefits package including:
• Competitive wages, paid holidays, vacation and sick leave
• Low cost medical, dental, and pharmacy plans
• Health care and dependent daycare flexible spending accounts
• Excellent retirement plans with employer match
• Disability and employer paid life insurance
• Wellbeing program with reduced insurance premiums
• Tuition reimbursement opportunities covering 75%-100% of eligible tuition
• Student loan forgiveness opportunity
• Opportunities for growth and promotion
• Employee Assistance Program

About the Department:

The Institute for Engineering in Medicine (IEM) is an interdisciplinary research organization strengthening collaborative efforts between the disciplines of engineering and biomedicine at the University of Minnesota, and fostering collaborations with medical device industry.
Our Mission:
The Institute for Engineering in Medicine (IEM) at the University of Minnesota serves as a catalyst for facilitating multidisciplinary collaborations in research and education between the Academic Health Center and the College of Science and Engineering, in addition to fostering collaborations with the medical technology industry. Our mission is to advance healthcare through research partnerships between engineering and medicine involving academia and industry. This is truly where medicine meets technology for tomorrow’s innovations.
For more information please visit our website:

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 cover letter and resume.
Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "Add 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.

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Background Check Information:

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.

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