How to Apply
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.
The Division of General Medicine is seeking a highly competent, motivated and organized professional to serve as part of our administrative team. Reporting directly to the Business Manager, candidates for this position are expected to exhibit strong organization skills and demonstrated ability to collaborate effectively within a complex organization. The General Medicine administrative office is responsible for a range of services to support research faculty appointed in the Division of General Medicine along with programmatic support.
The ideal candidate will organize, prioritize, and complete tasks in a timely manner and handle confidential data with discretion. The position requires strong verbal and written communication skills, interpersonal skills, and strong organizational skills including attention to detail. The ability to work independently as well as part of a team and regularly exercise judgment in the application of policies, procedures, and methods is imperative. This position calls for open collaboration with a wide range of professionals. Must possess the ability to prioritize tasks and meet deadlines. Positive attitude and customer service orientation is a must.
Duties include, but are not limited to, the following:
- Independently prioritize work, initiate and edit correspondence and prepare letters for signature.
- Type and edit manuscripts and book chapters, including the creation of complex tables, charts and checking references.
- Assist in the preparation of grant applications for submission to extramural funding agencies.
- Assist with faculty CV maintenance using M-CV.
- Maintain complex calendars and schedule and plan meetings, conferences and other appointments/engagements.
- Coordinate and plan all aspects of the large events and conferences including, create schedule, send out notices, maintain mailing list, catering and logistical arrangements.
- Provide support to the committees and prepare agendas and distribute minutes.
- Produce high quality slides, posters and handouts for presentations using graphic software.
- Coordinate domestic and international travel arrangements for faculty and visiting speakers.
- Order books, journals, supplies and process membership renewals.
- Maintain and update faculty files.
- Provide routine office support including filing, copying, mailing, faxing and delivering documents to other offices on the medical campus.
- Screen and route telephone calls.
- Provide backup support to other administrative staff and assist with special projects as needed.
Other duties include but are not limited to:
- Preparing administrative and financial paperwork.
- Use of Wolverine Access to create and manage:
- blanket PO’s, Non-PO’s, M-Marketsite, PeoplePay and process Human Subject Incentives.
- Schedule travel and hosting events in conjunction with the Department of Internal Medicine's travel and hosting guidelines.
- Maintain and reconcile P-Cards and prepare expense reports using the Concur expense management system with responsibility for ensuring compliance with University guidelines.
- Demonstrated proficiency in PC-based computer programs, including but not limited to: MicroSoft Word, Excel, PowerPoint, Adobe Acrobat, M-Pathways, Adobe Illustrator.
- Individual should possess attention to detail, ability to work independently, excellent communication skills, and ability to multi-task.
- Knowledge of University policies, procedures, and regulations preferred.
- Ability to learn quickly and stay calm in the face of concurrent deadlines.
- Strong multi-tasking ability with propensity to adjust for changing priorities.
- Excellent interpersonal skills with a dependable attendance record is required.
- Attention to detail and strong follow-through skills and organizational skills.
- Ability to work independently as well as a team player for a busy group.
- Bachelor's degree and/or significant experience as an administrative assistant preferred.
- Previous Wolverine Access Financials experience, including non-PO voucher, and reconciling P-Cards and travel/expense reports using Concur.
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.