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The Michigan Medicine UMHS Office of the President is seeking an experienced executive assistant to provide advanced, diversified, and confidential secretarial and administrative support to the UMHS President/Executive Vice Dean for Clinical Affairs.  Candidates for this position are expected to exhibit strong administrative skills and demonstrated ability to collaborate effectively within a complex organization.

 

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.

 

Responsibilities*

Basic Function and Responsibilities

  • Schedules and maintains a detailed calendar of daily meetings for the President.  This includes using sound judgment about the priority of meetings, obtaining needed information/agenda/background for each meeting and ensuring the smooth flow of time in the President’s daily schedule.

  • Greets visitors, leaders, external dignitaries who visit the UMHS Office of the President.

  • Answers the President’s telephone and triage calls appropriately; resolve routine issues and delegate to others on behalf of the President.

  • Communication liaison for patient care issues including clinic appointments and prescription refills.

  • Respond tactfully and compassionately to patient complaints and triage to appropriate individuals for response and follow-up.

  • Uses discretion and organizational knowledge to interpret requests to the President and delegate to appropriate individuals as needed.

  • Drafts and/or prepares correspondence for the President’s signature.  Obtains the necessary information to complete drafts.

  • Drafts and finalizes PowerPoint presentations for both internal and external audiences. Ensures accuracy of information to be presented; carefully edits for grammar, spelling and style.

  • Prepares complex travel itineraries and schedules flights, hotels, etc. for the President and external visitors.

  • Maintains strict confidentiality about the activities and schedule of the President when it involves strategic initiatives and partnerships with other organizations.

  • Reviews and triages the President’s email to appropriate subordinates.  Uses judgment in flagging important messages for the President’s review.

  • Serves as the timekeeper for the executive leadership team for the UMHS President.

  • Approves requisitions for supplies, educational materials, etc. for the President’s Office.

  • Audits the travel and hosting reports for the executive leadership team of the President’s Office prior to review by the Chief of Staff.

  • Reconciles the travel and hosting expenses for the President.

  • Works with the Development Office and the Dean’s Office to plan and coordinate special activities and functions for the President.

  • Partner with project managers, communications manager and public relations in the preparation of meetings, announcements and contact with outside reporting agencies.

 

Organizational Relationships

  • Reports administratively to the Chief of Staff and functionally to the President.

  • Serves as a member of the executive assistant team for Michigan Medicine Administration.

     

Other Functions

  • Works closely with the executive leadership of the UMHS Office of the President and each of their assistants to ensure effective communications and workflow.

  • Work as part of a team and provide back-up coverage, as needed. 

  • Works collaboratively in a team environment, continually addressing ongoing and new issues and effectively prioritizing the President’s time.

  • Partner in the supervision of student workers and other administrative assistants in the office. 

  • Provides mentorship and leadership to other administrative assistants.

Required Qualifications*

  • Bachelors degree or commiserate education and years of experience supporting at the executive level
  • Excellent communication skills including demonstrated written and verbal communication skills
  • Demostrated ability to function as a team member
  • Significant experience with Microsoft Office Suite

Desired Qualifications*

  • Previous experience working in an academic medical center

Background Screening

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.

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.