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Job Summary

The Department of Internal Medicine is currently seeking a full-time Administrative Assistant Senior to provide administrative support to the Department’s Associate Chair for Clinical Research Programs and the Associate Chair for Faculty Affairs. This position focuses predominantly on work associated with research therefore a person considering this position should enjoy and have some experience with all aspects of work related to the University of Michigan’s research objectives. This position will also provide cross-coverage to the Department Chair, all other Associate Chairs, and the Department’s Chief Administrative Officer. This position reports to the Chairman’s Office Supervisor, who directs and manages work assignments collaboratively with the Associate Chairs. The ability to work as part of a team is essential to the success of a person in this position. 

Responsibilities*

  • Complex calendar and schedule management; includes exercising judgment on setting priorities for effective use of time and responding to frequent changes in scheduling.
  • Coordinate numerous and complex meetings within the Department and/or with external entities. May involve on-site or off-site locations as well as teleconferences. May be necessary to secure a location for the meeting, order meals in compliance with the Department’s guidelines and keep track of all attendees.
  • Coordinate travel arrangements including air, hotel, and ground transportation. May need to complete speaker/presenter forms and/or work with conference personnel. The ability to coordinate multiple trips simultaneously.
  • Coordinate seminars and other hosted events as needed. Assist in Department’s annual Employee Celebration and Research Symposium events.
  • Initiate travel and hosting expense reports and reconciling p-card statement via Concur.
  • Respond to telephone and email inquiries appropriately and with discretion.
  • Assist in the preparation and editing of Power-Point presentations that might include charts and graphs.
  • Assist in manuscript preparation and reference insertion, and submit manuscripts to PubMed central.
  • Maintain CVs and bio sketches.
  • Support the administrative needs for grant proposals, as needed, which includes preparation and routing of proposals thru the UM eRPM system, as well as submission of NIH progress reports thru the eRA Commons system.
  • Learn and provide support as needed with various electronic systems and databases related to clinical research at the University of Michigan including Data Direct, OnCore, Michart, and others.
  • Other duties as assigned.

Required Qualifications*

  • Associate degree or High School diploma and equivalent combination of training and experience.
  • 4 to 5 years of progressively complex administrative assistant experience.
  • Excellent oral and written interpersonal communication skills.
  • Ability to exercise discretion and judgment in matters of sensitive or confidential nature.
  • Academic health system or medical center experience desirable. Other healthcare experience will be considered. Will consider an equivalent combination of education and experience.
  • Considerable skill in Microsoft Office (Word, Excel, Access, and Power-Point) in a PC environment with advanced skills in Excel.  
  • Professionalism; outstanding attendance record and excellent work ethics. 

Desired Qualifications*

  • Ability to manage multiple and competing priorities. Individual must be able to work with a variety of personalities. They must communicate effectively with customers and other team members to keep assigned tasks moving forward, formatively evaluate progress and readjust.
  • The successful candidate will be self-motivated with excellent organizational skills and ability to multitask in a team environment. They must be able to prioritize tasks that will change on a daily basis.
  • High level of interpersonal and communication skills required along with the ability to problem solve issues without direct supervision. 
  • Willingness to perform a wide range of tasks. 
  • Experience with pre-award/sponsored research grant preparation, specifically in the area of clinical research is strongly desired; including familiarity with the appropriate grant IT systems: eRPM, eRA, IRB processes, billing calendars, etc. 

Work Schedule

40 hours per week, full-time, days, Monday – Friday.  Primary work location will be at Taubman Center with required occasional travel and work performed at off-site locations. 

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. Pre-employment drug testing applies to all selected candidates, including new or additional faculty and staff appointments, as well as transfers from other U-M campuses.

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.