The Division of Metabolism, Endocrinology & Diabetes is seeking a highly competent and motivated Administrative Assistant Healthcare Intermediate to provide administrative support to divisional Faculty, administrative staff, and others as assigned. This position will split time between two physical locations – the Brehm Tower and MSRB2. An appropriate work schedule for each location will be determined by the Division Administrator. Staff members in this classification are expected to work independently and regularly exercise judgment in the application of policies, procedures, and UMHS core values.
Manage faculty academic and research calendars. Manage travel arrangements, including, but not limited to, the development of itineraries, flight schedule and reservations, ground transportation, hotel accommodations, conference registrations and other applicable arrangements. Prepare, submit P-Card reconciliation, hosting expenses, and tuition support. Maintain faculty CVs in M-CV and NIH biosketches, as well as bibliographic references, and faculty professional memberships. Provide support for Faculty lab staff including lab ordering, orienting new lab staff, and reimbursements.
Screen and route telephone calls. Coordinate teleconferences as needed. Maintain office equipment and public areas. Order supplies for shared space. Assist lab staff, Faculty, administrative staff, and others with miscellaneous activities using Divisional equipment. Coordinate scheduling of conference rooms, assist faculty & staff in setting-up conference rooms and technological equipment. Perform word processing, faxing, photocopying, and scanning. Function as part of a team to support all faculty in the department and provide cross-coverage for administrative team.
Assist as needed with large projects for the Division such as organizing symposiums, organizing retreats, managing Journal Club communication, coordinating seminar series, and assisting in orientation for visiting students. Assist with the Division’s Research Training Grant. Handle trainee’s appointments and terminations, communicate with their mentors, assist with annual progress report, coordinate spring seminar series, develop website material, maintain Training Grant files and paperwork, handle reimbursements for travel, manage annual application process, and assist the Training Grant coordinator with other activities as needed.
Must have an ability to exercise initiative, independent judgment, and a positive service-oriented attitude as well as excellent communication, interpersonal, and organizational skills. Ability to learn independently and apply developed skills to future work. Strong multi-tasking ability with propensity to adjust for changing priorities. Excellent time management and organizational skills are necessary; ability to work effectively as a team with other staff members is required. Must be highly proficient in the use Microsoft Office applications (Outlook, Excel, Word, PowerPoint) and Adobe.
Bachelor’s degree or equivalent combination of education and experience with 3-5 years of experience in an academic setting preferably at the University of Michigan. Strong multi-tasking and organizational skills. Must be able to determine priorities and the ability to work independently with minimal supervision and as part of a dedicated team. Experience with Grant writing and application process strongly desired. Reasonable knowledge of medical and scientific terminology. Experience in P-Card reconciliation in Concur is desired.
Michigan Medicine 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.
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.