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.
Administrative Assistant Duties and Responsibilities (85–90%)
- Serve as administrative support to the Division Director and select faculty within the division. Maintain calendars, schedule meetings, conferences, and other appointments.
- Reconcile monthly PCard, process PO/Non-PO vouchers, order office supplies, and process membership/subscription renewals as needed
- Initiate, compose, and edit correspondence regarding matters of a sensitive or confidential nature
- Arrange travel for assigned faculty and fellows and conclude the event by completing the travel report upon the return of faculty
- Maintain the calendar for other faculty members in the division; arrange and coordinate meetings
- Coordinate division events including recruitment, employee recognition, and other business functions
- Coordinate divisional weekly meetings and maintain CME credit applications
- Manage faculty interviews, and external scholar visits including itinerary, travel, accommodation, and hosting. Escort the candidates to interviews in the medical campus on the day(s) of the visit
- Training grant administration – prepare annual Statement of Appointment and terminations for all fellows funded on the PHO training grant, assist in preparation of annual SNAP progress report
- Assist with special projects and serve as back up to other divisional support personnel as needed
Fellowship Coordinator for division fellowship program (10-15%)
- Fellowship recruitment: mail and receive fellowship applications, review information and input data into our electronic system. Initiate invitations and rejection letters, make lodging reservations for applicants, create itinerary, and escort the candidates to interviews in the medical campus on the day(s) of the visit.
- Provide administrative support to Program Director, including scheduling of meetings, conferences, preparation of agendas, recording and maintaining meeting minutes, etc
- Organize and coordinate all aspects of the Division Fellowship Orientation per Fellowship Director guidelines
- Schedule program related activities: conferences, electives, vacations, rotation schedules, courses, committee meetings, recruitment, events, etc.
- Organize Fellow Graduation activities (schedule final evaluations, graduation certificates, termination from training grant, gather Scholarly Activity personal statements/work products to be submitted to American Board of Pediatrics, coordinate graduation dinner)
- A high school diploma, including courses in administrative assistant practices, word processing, bookkeeping or office procedures or an equivalent combination of education and experience
- More than 4 years of highly responsible secretarial/administrative experience
- Excellent interpersonal and organizational skills
- Ability to exercise good judgment and work independently or as a member of our team
- Excellent computer skills including PowerPoint, End Note, Microsoft Office
Evidence of qualifications is provided by performance reviews, persoanl interview and/or reference checks
- An Associate’s degree in secretarial science or related field
- Reasonable knowledge of Michigan Medicine policies, procedures, and support systems (ie: Concur, MPathway’s, etc)
- At least one-year administrative experience in a hospital or clinical setting
- Considerable knowledge of medical terminology
Evidence of qualifications is provided by performance reviews, personal interview and/or reference checks
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.