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.
This full-time position has a 50/50 appointment and will be a member of both the University Hospital and Frankel Cardiovascular Center (UH/CVC) administrative team, as well as the Department of Urology administrative team, and will have a dual reporting relationship to the UH/CVC Chief Clinical Officer (CCO) and the Department of Urology, Administrative Manager.
The successful candidate in this role will be responsible for supporting the UH/CVC CCO in both his UH/CVC administrative-related work, as well as his Department of Urology faculty responsibilities. Additionally, working together with the UH/CVC and Department of Urology administrative support teams, he/she will help ensure the overall successful administrative function of both administrative areas as necessary. It is expected that this role will have a strong customer service focus, and that she/he will represent the Chief Clinical Officer, and the UH/CVC and Urology administrative offices 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.
Provide direct administrative support to the UH/CVC CCO, as well as UH/CVC Administration and Department of Urology administrative teams through the execution of administrative and operational activities which include, but are not limited to:
- Perform advanced, diversified, and confidential administrative duties 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 coordinate events, retreats, and site visits as needed, including timeline development, action items, budget planning and reconciliation, logistics, agenda planning and catering
- 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
- Coordinates all aspects of business travel itineraries and arrangements and promptly prepare and submit travel expenses 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
- Work together as a member of the UH/CVC administration and Department of Urology administrative support teams to ensure successful overall administrative function of the UH/CVC and Department of Urology administration areas
- Provide administrative support for the Michigan Urological Surgery Improvement Collaborative (MUSIC)
- Manage all aspects of faculty recruitment visits, including initial planning and coordination of complex interview schedules, preparing itineraries, making all travel/hotel arrangements, and working directly with potential candidates for overall facilitation of the visit
- Organize and maintain academic files
- Maintain provider’s Curriculum Vitae
- Responsible for all day-to-day functioning of the Office of the CCO, including maintaining supplies of physician’s professional stationery and business cards, ordering and maintaining lab coats, renewing subscriptions, paying society dues, ordering books, retrieving information from the Medical Library, managing mail, etc.
- Other responsibilities and/or projects as assigned
- High school diploma with at least four to five years of high-level administrative office experience supporting healthcare 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 executive leadership 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
- Previous experience working within Michigan Medicine with a strong understanding of University of Michigan and Michigan Medicine policies and guidelines
- Must be flexible, resourceful, and work well under pressure
- Associate or Bachelor's degree
- Understanding of the faculty recruitment process
- Experience maintaining faculty Curriculum Vitae
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.
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.
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.