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A cover letter is required for consideration for this position and should be attached as the first page of your resume. The cover letter should address your specific interest in the position and outline skills and experience that directly relate to this position.

Job Summary

The Department of Internal Medicine, Division of Hematology/Oncology is looking for a qualified candidate for the position of Administrative Assistant Senior. This position will support multiple faculty and programs/

The Administrative Assistant Senior must exercise strict confidentiality of health information, considerable discretion, independent judgment and possess highly developed organizational and communication skills, and extensive computer facility with standard programs in use in academic administrative settings (as specified below) along with a commitment to UMHS core values, including service excellence.

Responsibilities*

  • Manage complex calendars for faculty using MS Outlook, and iCal
  • Schedule cross site and international meetings and teleconferences
  • Coordinate travel (including international travel) and prepare travel itineraries, including facilitating visas, immunization and student specific assistance
  • Prepare and send correspondence on behalf of the faculty
  • Assist with grant applications: understand the components of the NIH Biosketch and NIH grant forms, become familiar with the pre- and post-award process so that can work in the team of pre- and post-award administrators
  • Create, manage and maintain websites for a lab and a program
  • Create and manage marketing materials for cancer programs
  • Maintain faculty curriculum vitae (CVs) in M-CV and NIH Biosketches
  • Reconcile P-cards and prepare travel and hosting expense reports in Concur.
  • Maintain absence and clinic closure forms for faculty.
  • Secure coverage for faculty during absences; issue timely notifications of coverage
  • Create forms, excel spreadsheets, and power point presentations as needed
    Prepare and proofread documents with extreme accuracy
  • Screen and route telephone calls.
  • Provide coverage for peers as needed.
  • Liaise with other departments to secure rooms for an annual undergraduate class, prepare confidential exam papers, ensure proper documentation for student feedback has been submitted.

Required Qualifications*

  • High school diploma or equivalent combination of education and work experience
  • 5+ years of high-level administrative experience
  • Excellent written, verbal and interpersonal skills
  • Ability to handle a variety of tasks, set priorities and meet deadlines
  • Ability to work as a team member
  • Strong proficiency in the use of computers, including Microsoft applications (Outlook, iCal, Excel, Word, PowerPoint), EndNote, and Adobe)
  • Ability to interact and communicate effectively with faculty and staff

Desired Qualifications*

  • Associates Degree or Bachelor degree with at least 5 years of progressive responsibility in administrative support to faculty.
  • Reasonable knowledge of medical and scientific terminology. Experience in P-Card reconciliation in Concur is desired. Experience in grant preparation. Strong multi-tasking and organizational skills, excellent interpersonal skills. Attention to detail and strong follow-through skills. Ability to work in a team environment and with multiple faculty members each requiring different levels of support. Must be able to determine priorities and the ability to work independently with minimal supervision and as part of a dedicated team.

Background Screening

University of Michigan Health System conducts background screening and pre-employment drug testing on job candidates upon acceptance of a contingent job offer and may use a third party administrator to conduct background screenings. Background screenings are performed in compliance with the Fair Credit Report Act.

Application Deadline

Job openings are posted for a minimum of seven calendar days. This job may be removed from posting boards and filled anytime after the minimum posting period has ended.

U-M EEO/AA Statement

The University of Michigan is an equal opportunity/affirmative action employer.