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Job Summary

The Division of Hospital Medicine is one of thirteen divisions within the Department of Internal Medicine at the University of Michigan Medical School with 100+ instructional, clinical and research track faculty, clinical management of over 50% of the Department’s inpatient activity along with 40-bed Medical Short Stay Units, and robust sponsored research funding. Our research in the area of health services continues to grow with faculty who have focused their efforts in areas such as hand hygiene, antimicrobial stewardship, medical decision making, patient safety and medical student teaching. In support of our clinical mission, our faculty manage a combined total of 13,000 inpatient and observation patients annually. Additionally, many of our faculty hold administrative positions throughout the Medical School and the VA.

Administrative Assistant Senior Healthcare - Administrative Assistant Intermediate Healthcare

The Division of Hospital Medicine is currently seeking a full-time Administrative Assistant Senior. The ability to work as part of a team is essential to the success of a person in this position.

This position is 40 hours per week.

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.

Responsibilities*

Provide highly responsible and skilled administrative support to Faculty, including faculty with various leadership roles, for the Division of Hospital Medicine. Using initiative, independent judgment, diplomacy, a service-oriented attitude and follow through in providing general administrative support with excellent attention to detail and the ability to prioritize and meet deadlines in a timely fashion. Must utilize discretion and appropriate judgment regarding sensitive and/or confidential matters.

Administrative support to Division Leadership, Physician Directors, senior and junior faculty, which includes calendar support, PCard and expense reconciliation, presentation preparation, drafting routine correspondence, material and data preparation for grant submissions, attending committee meetings and taking minutes. Coordinates executive level meetings and prepares materials. Maintain calendars, conference room schedules, update CV and biosketches.

Division support: Facilities maintenance, inventory/supply ordering, provide administrative coverage, coordinate travel and speaking engagements, conference setup, assist with faculty recruitment and special events, organize visits.

Other duties as assigned.

 

Required Qualifications*

High school diploma with considerable progressively responsible administrative assistant experience. Must have strong computer skills along with exceptional written and verbal/interpersonal skills. Must be proficient using Microsoft Outlook, Word, Excel, PowerPoint; Adobe Acrobat. Strong organizational skills and the ability to successfully complete multiple tasks within established and changing deadlines is required. Must be able to work independently with minimal supervision. Attention to detail is essential.

Senior Level - High School education or equivalent and more than four years of experience

Intermediate Level - High School education or equivalent and two to four years of experience.

 

 

Desired Qualifications*

Ability to make complex travel and conference arrangements. Reasonable knowledge of University policies and procedures. Preferred, but not required, to have knowledge of the following software programs: M-Pathways, as well as, experience using Medline, Pub Med and other search engines to find publications; and any bibliographic software. Must have excellent transcription skills. Ability to quickly become proficient in the use of new software.

Work Schedule

Hours: Monday-Friday  8:00 am - 4:30 pm or 8:30 am - 5:00 pm

 

Underfill Statement

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

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.