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We, the staff and faculty of the U-M Cardiovascular Center (CVC) team, are committed to advancing medicine and serving humanity through living and teaching our core values of Respect and Compassion; Collaboration; Innovation; and Commitment to Excellence.

Each CVC employee is expected to understand and demonstrate that in every interaction.  We represent our entire organization in the care we provide and in the courtesies we extend to patients, families, and each respective team member.  The CVC is dedicated to partnering with patients and families to deliver the safest and highest quality of health care. 

Excellent service is an expected and integral part of the CVC culture.  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

The Department of Cardiac Surgery is currently seeking an Administrative Assistant Senior to join its Section of Health Services Research and Quality. This position is located at the Frankel Cardiovascular Center.

Job Description:

Under general supervision by the Section Head of Health Services Research and Quality and Department of Cardiac Surgery Administration, this position provides general administrative support to faculty within the Section and serves as the lead administrative contact for the Section. In this capacity, the selected candidate will interact with a variety of constituents, including faculty, staff, students, residents, fellows, clinical and research personnel, outside medical centers, and visitors/guests.  The Administrative Assistant Senior support includes, but is not limited to, organizing faculty calendars, answering phones, providing assistance to all team members, developing agendas (in conjunction with Section faculty and staff) for regular meetings, taking and distributing of meeting minutes, conducting travel arrangements and reimbursements. The Administrative Assistant Senior will additionally will provide project management support for the Section, including for institutional review board materials, bibliographic reference management, meeting coordination and editing of manuscripts, presentations, and grant applications. To complete these responsibilities, the ideal candidate should have excellent verbal and written skills, attention to detail, and demonstrated computer competency (i.e., Microsoft Office applications).  In addition, the ideal candidate should have strong organizational skills; the ability to manage multiple tasks simultaneously while meeting deadlines; the ability to work well independently and in a team environment; and a high level of resourcefulness, flexibility, and adaptability.

Responsibilities*

  • Provide general administrative support to faculty and staff within the Section
  • Coordinate the effective scheduling, solicitation of agenda items (as required) for meetings which may involve multiple institutions, anticipating needs and exercising discretion and judgment as to priorities
  • Prepare documentation, edit manuscripts and grant applications, and maintain updated biographical documents for faculty within the Section (e.g., curriculum vitae, biosketches, academic promotional materials)
  • Monitor incoming communications and inquiries via mail, email, and telephone, and provide timely responses or distribute messages as needed
  • Coordinate complex travel arrangements for conferences, maintain and reconcile expenses including collection of receipts, processing of travel and hosting expense reports, including the preparation of P-Card reports for faculty and staff of the Section.
  • Provide logistical and project management support for faculty (e.g. meetings, institutional review board materials, progress materials)
  • Assist faculty in abstract, presentation, and manuscript preparation and editing (e.g. formatting, grammar check)
  • Assist faculty with Pre-award document preparation (e.g. formatting, grammar check, biosketch, other support).  Work collaboratively with the Surgery Research office to ensure all documents are submitted in a timely manner for proposal submission deadlines.
  • Provide coverage and support as needed to other administrative staff in the Department of Cardiac Surgery
  • Assist in annual evaluation process for the Section, including preparation of evaluation feedback reporting
  • Other duties as assigned for the benefit of the Department, faculty and Section of HSRQ. 

Required Qualifications*

  • High School diploma or GED
  • Adaptability to new technology and computer programs; excellent skills in Microsoft Office applications
  • Time management skills and ability to prioritize assignments
  • Strong organizational and communication skills
  • Ability to work with a diverse group of individuals

Administrative Assistant Senior:

  • 4+ years of administrative, secretarial, or related experience

Administrative Assistant Intermediate:

  • 2+ years of administrative, secretarial, or related experience

Desired Qualifications*

  • Bachelors’ Degree
  • Previous experience utilizing Outlook, Concur, M-Pathways, Slack, SharePoint, Endnote, Doodle Poll, Survey Monkey or Qualtrics a plus.
  • Background in research administration support
  • Experience providing editorial review of manuscripts

Underfill Statement

This position may be underfilled at a lower classification depending on the qualifications of the selected candidate.

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.

Mission Statement

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.

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.