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Job Summary

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.

General:

The University’s MHealthy Health and Wellbeing Services department promotes the health and well-being of the University community. Three key service areas are integrated under this department:  wellness programs, mental and emotional health counseling and consultation, and occupational health services.  Programs and services are offered in nutrition, weight management, physical activity, tobacco and alcohol management, stress management, health risk assessment and coaching, chronic condition management, mental and emotional health and occupational health (flu vaccinations, tb tests, injury and illness care, physical therapy, medical ergonomics, etc.). Significant work is also conducted to create and sustain a healthy workplace culture and environment throughout the University.

Vision Statement - The University of Michigan will be a model community of health where both the individual and the organization thrive.

Job Summary

This position has a dual function reporting directly to the Chief Health Officer and the Manager of the MHealthy ergonomics program. The position has responsibility for a significant volume and variety of high-level administrative and project-oriented functions, as well as handling matters of a confidential and/ or sensitive nature. This position provides significant daily support to the MHealthy Medical Ergonomics team, scheduling patient appointments, processing referrals, contacting vendors for equipment, database entry, etc. In addition, the position will interface with support staff of University leadership regarding meetings. The position provides excellent assistance to the Chief Health Officer and customer service to clients of the medical ergonomics team.  This position is an integral part of the MHealthy team and works collaboratively to support, represent and execute priorities. Job demands are variable in nature, type and volume.

University Human Resources seeks to recruit and retain a diverse workforce as a reflection of our commitment to serve the diverse people of Michigan, to sustain the excellence of the university, and to offer our students richly varied disciplines, perspectives, and ways of knowing and learning. 

 

Responsibilities*

MHealthy Health and Wellbeing services is seeking a highly competent, motivated and organized individual to provide direct administrative support to the University Chief Health Officer and the MHealthy Medical Ergonomics team.

This position will:

MHealthy Medical Ergonomics:

  • Process referrals from physicians, schedule patient appointments (coordinating multiple calendars), organize and maintain hard copy and electronic files.
  • Communicate effectively by telephone and email with clients and University representatives, utilizing excellent customer service skills.
  • Provide high-level administrative support for maintaining calendars, scheduling and planning meetings and other appointments and engagements with UM faculty and staff, dept. representatives and medical providers.
  • Provide administrative support to various committees including the preparation of communications, educational materials, meeting agendas and meeting minutes.
  • Coordinate travel arrangements, provide routine office support including filing, copying, mailing, faxing and delivering documents to other offices on campus and order supplies and equipment.
  • Enter data into multiple databases, prepare data documentation and assist with data collection and reporting .
  • Track and process awards and grants.

 

University Chief Health Officer (In addition to those mentioned above)

  • Perform advanced, diversified and confidential administrative duties and project work with little supervision.
  • Triage and where possible, independently resolve a high volume of contacts and inquiries relating to the Chief Health Officer's scope of work. Track correspondence ensuring timely replies to all contacts.
  • Provide staff support for executive team meetings with president and other University leaders, (responsible for all logistical aspects of the meeting). Assist Chief Health Officer with preparation of agendas and relevant materials. Liaise with executive team members (and guests) who are initiating agenda items.
  • Coordinate and/or participate in the coordination of special or annual events, university ceremonial activities, and other events as appropriate.
  • Administer select projects including supporting high-level advisory committees. Prepare agendas, minutes and follow up documentation. Track progress and prepare reports using a variety of data analysis and other presentation tools.
  • Create and maintain organized and accessible electronic and other records and files pertaining to the work of the Chief Health Officer.
  • Perform internet, library and other research pertaining to various projects and issues. Analyze data and use a variety of data presentation tools to assist the Chief Health Officer.
  • Assist with other projects as necessary.

Required Qualifications*

Three or more years of experience in an administrative role.

Associate’s degree, or equivalent combination of education and experience.

Proficiency with Microsoft Word, Excel, and Powerpoint, and project management software.

Demonstrated ability to perform data entry with accuracy.

Demonstrated ability to work in a fast-paced environment and maintain attention to detail and ensure compliance with University guidelines.

Demonstrated ability to work independently, set and manage priorities, use sound judgment, maintain strict confidentiality, multi-task effectively, and meet deadlines.

Demonstrated excellent communication skills (both in person and on phone), as evidenced by clearly written procedures and/or oral presentations resulting in messages being understood by diverse constituents.

Demonstrated flexibility and adaptability to change, as evidenced by responding positively to change and transitioning seamlessly from one project to the next.

Understanding of, and dedication to diversity, equity and inclusion in the University setting.

Desired Qualifications*

The ideal candidate will be someone who is highly motivated and values health and well being. Some advanced training preferred. The ideal candidate will have a strong knowledge of University policies and procedures, experience managing multiple calendars, scheduling meetings, taking meeting minutes and data entry. Demonstrated ability to work collaboratively will be essential to working effectively in our team-oriented environment.  Considerable knowledge of the operation and application of automated office text and data processing systems and procedures also preferred.

Background screening:

The University of Michigan conducts background checks on all job candidates upon acceptance of a contingent offer and may use a third party administrator to conduct background checks. Background checks will be performed in compliance with the Fair Credit Reporting 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.

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.