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Job Summary

The Kresge Hearing Research Institute in the Department of Otolaryngology – Head and Neck Surgery is seeking a highly motivated and organized administrative assistant intermediate who will work to proactively support the faculty.  The successful candidate must be able to exercise discretion and independent judgment, while also working as part of a larger administrative team to accomplish Department goals and initiatives. 

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 administrative support to faculty.
  • Schedule and plan meetings, conferences and other appointments/engagements.  Prepare agendas and take minutes.  Arrange catering and A/V equipment.  
  • Coordinate domestic and international travel arrangements for faculty and visiting speakers.
  • Coordinate itineraries for visiting speakers. 
  • Coordinate symposia and other events.
  • Prepare expense reports using the Concur expense management system; reconcile P-cards; procurement of membership renewals, conference registration and office supplies with responsibility for ensuring compliance with University guidelines.  Serve as back-up support/provide coverage for Procurement Clerk.
  • Transcribe, edit and format internal and external correspondence, manuscripts, and grant applications.  Produce high quality documents including tables, charts and graphs.
  • Proofread and edit documents, including manuscript submissions in accordance with journal-specific requirements.
  • Assist with preparation and maintenance of faculty CVs.
  • Ensure compliance with the NIH Public Access Policy and assist in depositing publications in PubMed Central.
  • Maintain efficient electronic and paper filing systems. 
  • Provide routine office support including filing, copying, mailing, faxing and delivering documents to other offices on the medical campus. 
  • Screen and route telephone calls. 
  • Provide backup support to other support staff as needed. 
  • Assist with special projects as needed.
  • Other duties as assigned.

Required Qualifications*

  • Minimum 2 years of experience
  • Outstanding organizational skills and attention to detail. 
  • Demonstrated ability to prioritize and manage multiple tasks with competing deadlines and work effectively with frequent interruptions.
  • Excellent verbal and written communication skills.
  • Ability to work well both independently and in collaboration with faculty and staff as a team member.
  • Positive attitude and customer service orientation.
  • Demonstrated ability to treat confidential and sensitive information in a discreet fashion.
  • Excellent computer skills including Microsoft Word, Excel, PowerPoint, Concur, M-Pathways, and e-mail. 
  • Reasonable knowledge of University policies and procedures.

Desired Qualifications*

  • Associate's degree preferred. 
  • Experience in an academic research environment is preferred.
  • Four years of administrative experience.
  • Knowledge of M-pathways and Concur.
  • Knowledge of UM SPGs including travel and P-card usage.
  • Ability to produce high quality graphics and slide presentations using PowerPoint. 
  • Experience using PubMed and other search engines to find publications.
  • Reasonable knowledge of medical and scientific terminology.

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.  The review and selection process may begin as early as the eighth day after posting. This opening 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.