How to Apply
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.
The Department of Orthopaedic Surgery, Division of Adult Joint and Reconstrucive Surgery, is seeking a highly motivated and very organized senior level administrative assistant who will work to proactively support the needs of the faculty, while parterning with other administrative and clinical staff. This position will provide a full range of advanced and diversified administrative support and is located in the faculty offices 2912Taubman Center.
The position requires a flexible, proactive and results-oriented individual who will demonstrate creativity and leadership in resolving issues; is a team-player who wants to contribute to the department; has strong analytical skills and a high level of integrity; the ability to multi-task, to anticipate the needs of the individuals supported, while managing time effectively.
In order to be successful in this role, candidates should be able to demonstrate the ability to work independently, handle multiple competing deadlines in a fast-paced environment, all the while maintaining exceptional attention to detail.
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.
Why Join Michigan Medicine?
Michigan Medicine is one of the largest health care complexes in the world and has been the site of many groundbreaking medical and technological advancements since the opening of the U-M Medical School in 1850. Michigan Medicine is comprised of over 30,000 employees and our vision is to attract, inspire, and develop outstanding people in medicine, sciences, and healthcare to become one of the world’s most distinguished academic health systems. In some way, great or small, every person here helps to advance this world-class institution. Work at Michigan Medicine and become a victor for the greater good.
What Benefits can you Look Forward to?
- Excellent medical, dental and vision coverage effective on your very first day
- Retirement Savings Opportunities
- Provides highly responsible and skilled administrative support to faculty and leadership of the Joint and Adult Reconstruction service.
- Screen, prioritize, and route written electronic correspondence, phone calls - maintaining good telephone etiquette, responding appropriately. Initiate, draft, edit and proofread correspondence, strategic documents, letters of recommendation, and Power Point presentations. Edit and format journal articles, and book chapters.
- Schedule depositions and legal meetings.
- Provide support for meetings: schedule regular meetings and ad hoc meetings, prepare agendas and gather any supplemental materials, set up audiovisual conferencing, take meeting minutes, distribute minutes as directed, order and set-up refreshments, track action, pending items, and coordinate follow-up activities. Assist with maintaining CME accreditation of meetings if applicable.
- Transcribe dictation with first-time accuracy and quality out-put.
- Provide complex calendar and time management support by maintaining daily academic calendars for faculty while working collaborative with the clinical team (OR Schedulers) who also support the faculty.
- Prepare Hosting Forms, People Pay, Travel and Expense Reports in Concur, PCard reports and reconcile accounts.
- Manage travel arrangements, including domestic and international travel. This includes, but is not limited to: booking conference registration, reserving venues within and outside the University, arranging catering, arranging flights, hotels, ground transportation, and any other applicable arrangements. Prepare detailed travel itineraries.
- Maintain accurate and up to date faculty CVs in M-CV, and NIH bio-sketches.
- Support manuscript development and submission to journals/book editors, including reference formatting.
- Renew annual memberships for faculty, assist with monitoring licensure renewal dates, credentialing materials and board certifications.
- Coordinate and execute all aspects of the service's one-day biennial lectureship event, Matthew’s Day.
- Work collaboratively with other members of the Admin Team when necessary providing admin support as needed in areas such as, but not limited to, back-up coverage for planned/unplanned absences, providing administrative support for various service specific events, etc.
- Additional administrative duties as assigned by Supervisor.
- Bachelor's degree or equivalent combination of education and experience
- At least 4 years of progressively responsible professional experience
- Previous experience providing administrative support or related administrative functions
- Experience with complex calendar support involving both academic and clinical coordination
- Excellent attendance and punctuality
- Excellent organizational skills and attention to detail, deadlines and policy compliance
- Proven ability to work independently, as well as part of an integrated team
- Proven ability to effectively prioritize, multitask, and adapt as priorities shift
- Appreciation for working with highly sensitive and confidential information
- Proficient in Microsoft Office
- Excellent interpersonal skills, must be able to interact effectively with a diverse group of faculty, residents, providers, leadership and staff
- Proven work record of having supported surgical faculty in their academic endeavors
- Ability to demonstrate an understanding of the University's faculty tracks and the faculty career-cycle
- Familiarity with University of Michigan Policies and Procedures, as well as UM systems (e.g. Concur, Marketsite, PeoplePay) and medical terminology.
- Advanced computer skills (Word, Excell, PowerPoint, Adobe, Outlook)
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.
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.