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Job Summary

The Department of Internal Medicine is currently seeking a full-time Administrative Assistant to provide administrative support to the Department’s Vice Chair for External Relations and Quality as well as the Department’s Directors. This support position provides comprehensive administrative support to senior leaders, including interaction with leadership within Michigan Medicine as well as external affiliates.  This position supports the departmental staff supporting the Quality & Innovation and External Relations programs and provides cross-coverage support to the Chair’s Front Office Team. This position reports to the Chairman’s Office Supervisor, who directs and manages work assignments collaboratively with the Vice Chair and Directors. The ability to work as part of a team is essential to the success of a person in this position.

Responsibilities*

  • Manage complex calendars, maintain and communicate daily schedules, coordinate meetings and perform general administrative tasks.
  • Coordinate visits for visiting professors and leaders from external affiliates.
  • Maintain manuscripts and Conflict of Interest submissions.
  • Maintain CVs.
  • Coordinate numerous and complex meetings, which may involve various locations, multiple departments or institutions, or teleconferences.
  • Initiate, compose, and edit correspondence regarding matters of a sensitive or confidential nature involving faculty, staff, house officers, and medical students as it relates to
  • the Quality and Innovation and External Relations initiatives.
  • Prepare correspondence, documents, presentations, tables, along with spreadsheets and databases tracking of confidential information.
  • Organize travel arrangements, reimbursement and expense spreadsheets.
  • Reconcile Concur expenses.
  • Ability to plan and coordinate events and catering for meetings, Grand Rounds, Quality Council meetings, etc. as needed.
  • Assist with updates to the department’s webpages for Quality & Innovation and External Relations.
  • Create and maintain email groups.
  • Actively participate in the quality improvement initiatives.
  • Assist with Department’s annual Employee Celebration event held in April and Research Symposium event held in May.
  • Cross cover colleagues within the Chair’s Office on an ongoing and as needed basis.
  • Maintain and update procedure manual relevant to role.
  • Other tasks as assigned by the Chairman’s Office Supervisor.

Required Qualifications*

Administrative Assistant Senior Level

  • Associate degree or High School diploma and equivalent combination of training and experience.
  • Minimum of 4 years of progressively complex administrative assistant/related experience.
  • Excellent professional writing skills; good grammar, and punctuation.
  • Proficient in dictation and transcription, proofreading and editing.
  • Demonstrated ability to problem solve by exercising sound decision making and proposing logical and feasible solutions.
  • Demonstrated track record for effective communication with all levels of the organization; ability to exercise discretion and judgment in matters of sensitive or confidential nature.
  • Advanced level proficiency with PowerPoint, Excel, Word; experience in effective learning of modern computer tools and programs.
  • Appearance and conduct that represent the division in a positive and professional manner at all times.
  • Team oriented work style and communication approach.
  • Proven ability to multi-task, prioritize, and organize.  Ability to take initiatives and thrive under pressure; flexibility to handle occasionally unforeseen urgencies.
  • Professionalism; outstanding attendance record and excellent work ethic.
  • Consistent track records of acting as a resource and positive role model for the workplace.
  • Knowledge of University policies, procedures, and regulations.

Administrative Assistant Intermediate level

  • Associate degree or High School diploma and equivalent combination of training and experience.
  • Minimum of 2-4 years of progressively complex administrative assistant/related experience.
  • Excellent professional writing skills; good grammar, and punctuation.
  • Proficient in dictation and transcription, proofreading and editing.
  • Demonstrated ability to problem solve by exercising sound decision making and proposing logical and feasible solutions.
  • Demonstrated track record for effective communication with all levels of the organization; ability to exercise discretion and judgment in matters of sensitive or confidential nature.
  • Advanced level proficiency with PowerPoint, Excel, Word; experience in effective learning of modern computer tools and programs.
  • Appearance and conduct that represent the division in a positive and professional manner at all times.
  • Team oriented work style and communication approach.
  • Proven ability to multi-task, prioritize, and organize.  Ability to take initiatives and thrive under pressure; flexibility to handle occasionally unforeseen urgencies.
  • Professionalism; outstanding attendance record and excellent work ethic.
  • Consistent track records of acting as a resource and positive role model for the workplace.
  • Knowledge of University policies, procedures, and regulations.

Desired Qualifications*

  • Bachelor's Degree in general studies or other business related fields.
  • Knowledge of M-Pathways and the University business systems.
  • Previous experience providing support to senior level faculty or leadership.

Work Schedule

8 am to 5 pm, M-F; occasional flexibility of work hours during work week may be necessary as dictated by business needs. This is a 40 hour/week position (1 FTE).

Underfill Statement

This position may be underfilled at a lower classification depending on the qualifications of the selected candidate.

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.

Application Deadline

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

U-M EEO/AA Statement

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