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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

Background:

The mission of Michigan Medicine is to create the future of healthcare through the discovery of new knowledge for the benefit of patients and society; educate the next generation of physicians, nurses, health professionals and scientists; and serve the health needs of our citizens. Michigan Medicine refers to the university´s academic medical center which includes all of the patient care, education and research areas, and ranks as one of the top academic health centers in the country.

This position is a member of the Office of the Executive Director (OED), University Hospital and Frankel Cardiovascular Center (UH/CVC). The person in this role will support the administrative activities of the UH/CVC Associate Chief Clinical Officer (ACCO), as well as work together with the OED administrative team to provide overall support to the administrative and operational functions of the UH/CVC OED.

The successful candidate in this role will be responsible for supporting the administrative work of the UH/CVC ACCO and the OED executive-level leadership team by working together with the OED administrative support team to ensure the overall successful administrative function of the UH/CVC Office of the Executive Director. It is expected that this role will have a strong customer service focus, and that she/he will represent the UH/CVC ACCO and the OED in a professional manner, requiring the confidence, competence and discretion to interact on a daily basis with UMHS leadership, departmental customers, and administrative professional peers. This position involves a high degree of flexibility, requiring the ability to work proactively, both independently and as part of a team, with initiative and creativity. The person in this role is joining a team whose foundation is based upon the UMHS Values of Caring, Teamwork, Innovation, and Trust, and will be expected to adopt and follow these values as he/she executes the responsibilities of this role.

Responsibilities*

Support the administrative responsibilities of the UH/CVC ACCO and the OED through the execution of administrative and operational activities of the office which include , but are not limited to:

  • Perform advanced, diversified, and confidential administrative duties in support of the administrative responsibilities of the UH/CVC ACCO, along with the UH/CVC OED, and executive leadership team, requiring broad and comprehensive experience, outstanding interpersonal skills and independent judgment based upon experience.
  • Manage correspondence and communication (verbal, written, and e-mail) using independent judgment, and requiring a high degree of confidentiality, discretion, and professionalism.
  • Provide complex calendar management, exercising discretion and judgment to analyze and appropriately prioritize complicated and challenging calendars
  • Provide high-level, pro-active support for executive and other key meetings, including scheduling, meeting material and agenda content tracking and preparation, attending meetings and taking minutes and/or notes, tracking action items and decisions made, and generating all necessary follow-up correspondence to ensure work is completed as appropriate to support related meeting business, projects and/or phases of associated projects, and to prep for subsequent meetings
  • Develop, execute and manage a plan for coordinating UH/CVC OED directed events, retreats, and site visits as needed, including timeline development, action items, budget planning and reconciliation, logistics, agenda planning and catering
  • Responsible for defined parts of small projects or phases of larger projects in support of the OED and/or UH/CVC segment initiatives
  • Resolve routine and complex inquiries from inception to resolution, including those regarding highly confidential matters and urgent/emergent operations issues, in a timely and efficient manner
  • Screens/triaging telephone calls and visitors
  • Provide administrative coverage for Executive Director, Chief Nursing Officer, and Associate Hospital Directors as required
  • Coordinates all aspects of business travel itineraries and arrangements as business necessitates
  • Provide and coordinate information and materials for upcoming presentations and/or analysis
  • Assists with designing, editing, and reviewing presentation materials for content, grammatical, and/or presentation style correction, ensuring that deadlines are met and all materials required are correct and assembled
  • Accesses, understands, and appropriately utilizes UM proprietary database/software systems (M-Pathways, Finance BI (Oracle), Concur, PDS3, MReports, etc.)
  • Reconcile P-Cards and other expense reports
  • Represent the department by attending and participating in unit events and/or serving as OED representative/liaison in institutional programs across the clinical enterprise
  • Other responsibilities and/or projects as assigned

Required Qualifications*

  • Associate or Bachelor’s degree or an equivalent combination of education and experience with at least four to five years of executive-level administrative office experience supporting executive leaders and initiatives including those with large scope, timelines, and budgets
  • Demonstrated ability to work independently, showing sound judgment based upon experience, as well as the capability to work as part of a diverse team in a professional and collaborative manner
  • Ability to analyze, compare, and evaluate various courses of action, and make independent decisions on matters of significance free from immediate direction.
  • Experience with project coordination and support
  • Must be able to analyze, manage and appropriately prioritize scheduling for extremely busy high-level calendars
  • Ability to assess competing priorities, manage workflow, and meet operational deadlines.
  • The skill to handle confidential materials and situations with professionalism, sensitivity and discretion is required.
  • Exceptional customer service skills and professional demeanor
  • Excellent written and verbal communication skills with a high degree of interpersonal skills
  • Exemplary attention to detail with strong proof reading and grammar skills
  • Demonstrated strong Microsoft Office (Outlook, Word, PowerPoint, Excel) skills
  • Familiarity with a broad range of UM proprietary applications such as Concur, Finance BI, M-Pathways
  • Demonstrated knowledge and experience within the University of Michigan Health System
  • Must be flexible, resourceful, and work well under pressure

Desired Qualifications*

  • Associate or Bachelor's Degree

Work Schedule

The scheduled work hours for this position are M-F, 8-5 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.