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 Hospital Medicine is seeking a qualified candidate to provide a full range of administrative assistance and high-level support to the Division Chief and Division Administrator. The candidate will be responsible for a number of high volume and complex items. The candidate will need to be a self-starter, take initiative, and will need to make independent decisions. This is a new Division and the candidate will be integral to supporting various new initiatives. The person in this role will need to be able to prioritize and meet all needs, and could be tasked to learn new things at any moment.
The Division of Hospital Medicine is one of thirteen divisions within the Department of Internal Medicine at the University of Michigan Medical School with 90+ instructional, clinical and research track faculty, clinical management of over 50% of the Department’s inpatient activity along with 40-bed Medical Short Stay Units, and robust sponsored research funding. Our research in the area of health services continues to grow with faculty who have focused their efforts in areas such as hand hygiene, antimicrobial stewardship, medical decision making, patient safety and medical student teaching. In support of our clinical mission, our faculty manage a combined total of 13,000 inpatient and observation patients annually. Additionally, many of our faculty hold administrative positions throughout the Medical School and the VA.
The qualified candidate will provide comprehensive support services for the daily operations which include, but are not limited to, the following:
- Maintain Division Chief and Division Administrator’s calendar in Microsoft Outlook.
- Organization, attention to detail in calendar support to both the Division Chief and Division Administrator.
- Administrative support for the Division Chief’s research responsibilities (including supply account management), coordination of team meetings, domestic and international travel. The coordination of visiting professorships (travel, itinerary, hosting coordination) will also be a core responsibility.
- Assist other divisional faculty and staff as needed.
- This will include cross coverage of staff responsibilities (including faculty support) as needed, training/onboarding of staff as needed,
- Responsible for coordinating faculty recruitment visit logistics
- Make travel arrangements, itineraries, and expense reports for faculty, visiting speakers and faculty recruits.
- Work with division, department and Medical School to ensure departmental and school deadlines are met.
- Write memos and letters on behalf of the Division Chief.
- Establish and maintain e-mail lists.
- Maintain confidential documents; file, copy, scan, and mail documents and materials as needed.
- Oversee basic maintenance, service of and contracts for office equipment.
- Oversight and maintenance of division equipment inventory list, with corrective follow-up as needed.
- Order necessary office supplies and equipment and draft routine correspondence.
- Initiate and maintain paging services and maintain faculty absence data.
- Track and enter data on a regular basis. Tracking and logging of on-call schedule.
- Maintain curriculum vitae for faculty, including biosketches.
- Set agendas, secure room reservations and catering for faculty events/meetings.
- Coordinate arrangements for on- and off-site meetings, trainings and conference calls.
- Prepare agendas, take detailed meeting minutes and distribute materials for various meetings.
- Organize, plan and conduct various events as requested.
- Such events include Division-wide events (conferences, etc.), faculty recruitment visits, and planning of events in other states at the society’s national meeting.
- Staffing management and coordination of leadership meetings.
- Maintain Hospital Medicine’s orientation materials for new faculty.
- Provide support for the Division Chief's research responsibilities.
- Bachelor's degree preferred or an equivalent combination of education and experience.
- At least 5 years’ experience in an administrative position.
- Ability to organize and coordinate a diverse workload with attention to detail while meeting deadlines in a timely manner.
- Ability to demonstrate flexibility when priorities and deadlines change.
- Excellent verbal and written communication.
- Capacity to exercise initiative, independent judgment, diplomacy, discretion and confidentiality with a positive, service-oriented attitude.
- Excellent organizational and interpersonal skills including the ability to work cooperatively and collaboratively with staff from various disciplines and backgrounds.
- Excellent computer skills with proficiency in MSWord, MSOutlook, PowerPoint, Concur, Adobe, EndNote, and Excel
- Knowledge of Medical School policies and procedures.
- Experience with Wolverine Access and CTools.
Monday through Friday-8:00 am - 4:30 p.m.
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.
Michigan Medicine improves the health of patients, populations and communities through excellence in education, patient care, community service, research and technology development, and through leadership activities in Michigan, nationally and internationally. Our mission is guided by our Strategic Principles and has three critical components; patient care, education and research that together enhance our contribution to society.
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.