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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 University of Michigan Medical School is seeking a highly motivated individual to join the Dean’s Office executive support team. This individual will provide executive assistant support to the Executive Vice Dean for Research/Chief Scientific Officer and interface with senior leadership in the Dean’s Office, the Medical School Office of Research, the University of Michigan Office of Research, and other University stakeholders. This role will also, on occasion, interface with donors and policy makers. The candidate must exercise considerable discretion, independent judgment, and possess highly developed organizational and communication skills, along with a commitment to service excellence. This position may, on occasion, require working beyond regular business hours.

Responsibilities*

  • Schedules and maintains a complex electronic calendar of appointments, meetings and travel itineraries, and coordinates related arrangements
  • Screens telephone calls and visitors, and resolves routine and some complex inquiries
  • Compile receipts for reconciling select accounts, P-card and other travel/hosting expenses using Concur
  • Schedule and assist in preparation of department chair and center and institute director meetings, including annual performance reviews
  • Drafts and/or reviews correspondence for distribution to faculty, staff and students and those external to the university as appropriate
  • Staffs and supports meetings, including preparing agendas and meeting minutes
  • Maintain executive’s CV
  • Assist in the preparation of presentations, including charts and graphs
  • Organize and maintain paper and digital files
  • Serve as a valued member and contributor of the Dean’s Office support staff, providing back-up coverage and support as needed
  • Additional duties as assigned

           

Required Qualifications*

  • Associate degree
  • Ten or more years of secretarial or administrative support experience, preferably in an academic setting
  • A highly professional demeanor, poise and personal presentation
  • The ability to set priorities, manage multiple tasks, and work effectively both as a collaborative member of a team and independently
  • Excellent planning, organizational and work coordination skills, including a positive, flexible, responsive, service-oriented attitude
  • Excellent interpersonal skills
  • A high level of effective communication skills on the phone, in person, and in writing
  • Excellent proofreading skills
  • Strong personal computer skills
  • Ability to maintain confidentiality, exercise discretion, and handle people with diplomacy under stressful situations and in matters of a sensitive and confidential nature
  • At least five years’ experience and/or demonstrated proficiency with Windows operating systems, MS Office suite, and Adobe Acrobat Pro.  Advanced knowledge of MS Word, Outlook, and Excel

Desired Qualifications*

  • Bachelor’s degree
  • Twelve or more years of administrative support experience in an academic setting, preferably at the University of Michigan
  • High-level administrative support experience in a University of Michigan department or program
  • Experience using MBox
  • Experience using Concur Travel and Expense system
  • Experience using Vizio
  • Familiarity with and the ability to communicate University and Medical School policies

Background Screening

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.

Mission Statement

Michigan Medicine improves the health of patients, populations and communities through excellence in education, patient care, community service, research and technology development, and through leadership activities in Michigan, nationally and internationally.  Our mission is guided by our Strategic Principles and has three critical components; patient care, education and research that together enhance our contribution to society.

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.