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Job Summary

This position provides professional administrative support to clinical and research faculty as well as House Officers and Fellows in the Department of Ophthalmology and Visual Sciences. Will be responsible for obtaining and providing sensitive and confidential information to physicians, staff, students, patients and the public. This position requires excellent multi-tasking and problem solving skills and excellent teamwork.


  • Coordinating fellowship interviews and program

  • Transcription of medical and academic correspondence, patient letters, case summaries,physician reports, operative notes, and other items as requested by the faculty

  • Type, proofread and edit outpatient letters and manuscripts, incorporating medical andscientific terminology as well as transfer appropriate correspondence into MiChart

  • Coordinate the effective scheduling of complex meetings, training sessions and retreats, which may require coordination across multiple PIs, anticipating needs and exercising discretion and judgement as to priorities.  This includes coordinating conference room reservations, setup, catering and providing needed supplies

  • Maintaining calendars for multiple faculty, including the department’s Who’s Off calendar

  • Organize meetings, prepare Power Point presentations, edit images for presentation/publication as well as prepare and organize material, agendas and minutes for various meetings as requested

  • Work closely with multiple department teams including finance, clinical care, research, marketing, development and education

  • Schedule complex meetings with several members as well as arrange for conference  rooms.  This will include the schedule of training sessions and retreats, which will require coordination with multiple physicians across the Health Center

  • Maintain CVs in multiple formats

  • Reconcile several PCard statement as well as travel/reimbursement utilizing Concur.  This also includes tracking of receipts and invoices and reconciliation of expenditures monthly using departmentally defined methods, as well as review monthly statements of activity for project/grants as assigned

  • Collect, sort and process faculty mail

  • Answer phones, delegating incoming calls and taking messages as needed

  • Initiate, record, draft, edit and/or type correspondence, reports, meeting minutes, etc. as requested

  • Assist with the development of slides or other presentation material

  • Working knowledge of MiChart

  • Provide back-up support and coverage for other Department Admin Assistants

  • Mail out patient reports, photos, etc. to outside physicians/patients and various other correspondence of sensitive nature

  • Submit abstracts and manuscripts

  • Monitor faculty online rankings

  • Copying, faxing, scanning, printing, transcription, answering phones, etc.

  • Respond to inquiries of highly sensitive and confidential material

  • Provide administrative backup in the Chair’s office, including assisting with various projects and assignments

  • Other duties as assigned by the faculty and supervisor

Required Qualifications*

  • High school diploma or equivalent
  • Minimum of 2 year’s recent administrative experience
  • Excellent computer skills
  • Outstanding organizational, written and verbal skills with a strong customer focus
  • Must be detail oriented with the ability to prioritize and manage multiple tasks with competing deadlines and work effectively with frequent interruptions
  • Ability to work well independently as well as in a team
  • Must be able to maintain highly confidential information and use excellent judgement on a variety of sensitive subjects
  • Flexibility to occasionally work outside the normal business hours
  • Candidate must be able to demonstrate and/or provide examples of the following:
  • Teamwork
  • Collegiality and collaborative skills
  • Caring/Compassion
  • Exceptional service to all customers
  • Respect to all you interact with during the workday
  • Innovation
  • Open to changes and challenges to meet the goals/visions of KEC
  • Creativity in addressing challenges and providing enhancements
  • Integrity
  • Trust, respect and honesty
  • Awareness and adherence to UMHS/KEC policies and procedures

Desired Qualifications*

  • Minimum of 2 – 4 years of progressively responsible administrative experience
  • Experience working in a team-oriented atmosphere and can manage a fast paced work environment with the ability to promote professional relationships within a team
  • Flexibility to occasionally work outside the normal business hours
  • Concur, Procurement and MiChart knowledge preferred
  • Excellent computer skills including Microsoft Office (Word, Power Point, Excel), Endnote and Outlook email system
  • Ophthalmology terminology preferred


Work Schedule

40 hours per week

Monday – Friday

8:00 a.m. – 5:00 p.m

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 anytime after the minimum posting period has ended.

U-M EEO/AA Statement

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