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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

Michigan Medicine Administration has a challenging and rewarding opportunity for an administrative assistant. This position is located within Michigan Medicine Administration, which is the executive office of Michigan Medicine, serving the leadership team directly engaged with the Executive Vice President of Medical Affairs (EVPMA) and Dean of the Medical School.  The right candidate will have excellent interpersonal skills and provide a first impression for those who interact with our office, and work with a highly skilled professional team. 

Responsibilities*

Office Operations

  • Greet guests and act as first point of contact for visitors to the Michigan Medicine executive offices.

  • Answer the main telephone lines for the EVPMA/Dean’s office, and Michigan Medical School.

  • Handle, refer, document and follow-up on patient calls regarding concerns.

  • Manage the mail functions for the office suite.

  • Prepare executive expense reports for various leaders.

  • Order office supplies, stationary and other items for the office suite.

  • Oversee the conference room scheduling process in the office, providing approvals and supporting efforts to find space options for those using conference rooms.

 Meeting Support

  • Provide office meeting support which could include reserving rooms, organizing catering/hosting, and sending meeting reminders.

  • Provide meeting coordination for the Medical Affairs Advisory Committee (MAAC) and the weekly chairs meeting.  Meeting coordination includes reserving a meeting room, set up audio/visual equipment and print materials on request, order catering, staffing the meeting and taking minutes.

  Special Projects

  • Assist the EVPMA/Dean team with special projects which could include supporting external visitors, meeting materials preparation, events, employee recognition tickets, etc.

  • May take lead or participate in organizing special events such as receptions, retirements, other celebratory events.

  • Provides back-up as needed to other members of the team.  

  Other Duties as Assigned

  • As needed, would utilize the assistance of temps and work-study students in completion or delegation of tasks.

  • Provides back-up as needed to other members of the team.

Required Qualifications*

  • Bachelor’s degree or an equivalent combination of education and experience.  At least 2 years of progressively responsible secretarial/ administrative experience and demonstrated ability to work effectively interact with all levels of personnel with a professional and friendly manner at all times.

  • Must have excellent organizational skills, accuracy and attention to detail.

  • Needs to be able to work independently and yet collaboratively as part of a high-functioning team under tight deadlines.

  • Demonstrated ability to set priorities and balance multiple projects with high-level accuracy in a deadline driven, fast-paced environment while providing high quality customer service, as well as work independently.

  • Excellent communication skills (oral and written) with the ability to communicate comfortably with a diverse range of constituents always mindful of representing the Michigan Medicine executive leadership offices.

  • Must be able to take direction from several different people and have proven ability to prioritize tasks with conflicting deadlines, handle frequent interruptions and meet deadlines.

  • Considerable knowledge of and ability to use Microsoft Office applications, particularly Word, Excel and Powerpoint.

  • Exceptional interpersonal skills and team player attitude are essential elements for success.

Desired Qualifications*

  • Considerable knowledge of University policies and procedures.

  • Knowledge of University business and operations.

  • Considerable experience handling sensitive and confidential information.

Additional Information

Michigan Medicine values a culture of diversity, equity, and inclusion.  We are committed to the development of a positive and inclusive environment.Michigan Medicine values a culture of diversity, equity, and inclusion.  We are committed to the development of a positive and inclusive environment.

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.

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.