Administrative Associate 2 - Cardiovascular

Position Overview
The Cardiology Critical Care Education Summit, needs a Conference Project Administrator who manages and oversees the end-to-end operational, financial, and administrative planning lifecycle for a multi-day annual conference. Operating as the senior-most administrative contributor on the planning committee, the ideal candidate will provide technical and operational guidance to junior and volunteer staff while working with a high degree of independence, discretion, and creative problem-solving. This role requires a strategic thinker who can seamlessly transition from high-level contract negotiation to hands-on digital troubleshooting and onsite event execution.

Key Responsibilities
1. Contract Procurement & Venue Management (25%)
Oversees the selection, booking, and confirmation of all conference and hotel venues when selected by the Director based on the University of Minnesota's Purchasing Goods and Services Policy.

Leads the contract procurement process, ensuring compliance by routing all agreements through the Office of General Counsel (OGC), regardless of historical vendor relationships.
Manages vendor onboarding by identifying new contractors and navigating the system to establish them as approved suppliers.

Manages critical vendor constraints, such as identifying and avoiding unfavorable payment terms (e.g., upfront payment requirements).

Manages speaker compliance with CME requirement deadlines, and provides post-conference attendance list, and any additional information as it relates to CME

2. Sponsorship, Financial Administration, & Grants (25%)
Manages event budget totaling $250K+ along with in-kind sponsorship (supplies & equipment usage) totaling $3M+

Develops exhibitor agreements, display opportunities, and sponsorship options to meet the event budget requirements.

Leads strategic sponsorship meetings in partnership with leadership (Andrea Elliott, Program Director) to maximize partner engagement.

Primary Liaison for all external communications , including securing and processing all sponsorship agreements and finalizing space plans according to support level.

Oversees grant budget adjustments and independently leads the timely preparation and submission of grant applications, ensuring compliance with strict 60-day pre-conference deadlines.

Manages the collection, processing and distribution of speaker honorariums and attendee reimbursements.

3. Digital Operations & Communications (25%)
Manages the development, updating, and launch of all digital intake infrastructure, including attendee applications, faculty/facilitator forms, volunteer forms, and sponsor submissions.

Develops all correspondence, digital platforms, and promotional and printed collateral for the conference (differentiated for trainees, speakers, attendees and vendors).

Oversees the timely updating of the public-facing website regarding attendee applications, sponsor submission, faculty bios, and program agendas.

Leads professional communication channels, serving as the primary point of contact for high-volume inquiries from attendees and sponsors.

Manages logistical distribution, including sending out hotel confirmations, sponsor display details, and compiling the physical printed event directory.

4. In-person Event Execution & Technology Coordination (12.5%)
Leads comprehensive onsite operational support throughout the entire three-day live conference.

Manages live coordination and layout logistics for corporate sponsors and exhibitors.

Oversees technical troubleshooting, including managing live Zoom issues, as well as contracting with A/V specialists to ensure seamless hybrid or virtual components.

5. National Program Expansion and Coordination (12.5%)
Independently manages coordination and logistics for delivering programmatic content at regional and/or national meetings, such as AHA, ACC, etc.

Leads comprehensive onsite operational support throughout the entire live conference.

Required Qualifications:
BA/BS degree with at least 2 years of experience, or a combination of related education and work experience to equal 6 years.
Proven experience acting as a senior-most individual contributor or technical guide for junior team members.
Advanced proficiency in Microsoft Office and/or Google Workspace applications.
Excellent written and verbal communication skills.
Demonstrated ability to work independently and solve complex operational problems using technical knowledge and creative problem-solving.
Proven track record of performing professional responsibilities with a high level of discretion, integrity, and confidentiality.
Experience leading and/or supervising teams of three or more individuals (if acting in a supervisory capacity).

Preferred Qualifications:
Experience in healthcare and/or higher education setting
Knowledge and/or experience with University of Minnesota policies, systems, and procedures
Demonstrated ability to work across varying levels of an organization
Experience leading and/or supervising students or professional staff members
Note on Workflow: This is a part-time position (~16 hours/week) structured around a highly cyclical project timeline. Hours may be balanced dynamically across the year to accommodate peak operational periods (such as contract finalizations in July, application launches in November, and onsite execution in June). During the onsite execution timeframe, hours will be extended to include early morning setup and daytime and evening event coverage for the duration of the event.

Pay Range: $26.00-$35.00/hour; depending on education/qualifications/experience.

This is a part-time position, 40% FTE and may require an onsite presence as well as weekend hours due to event dates.

Retirement plan options are available for Civil Service, Faculty, Labor-Represented, Professional & Administrative, and Temp Casual classifications. Learn more about retirement plans.

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.

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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 Forbes as a Best Employer for Company Culture (2026), Best Employer for Women (2023), and Best Employer by State (2022-2026). In 2026, we also received Culture Excellence & Industry Awards recognition for employee appreciation and work-life flexibility.

About the U of M Medical School:

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.