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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.

Job Summary

A successful candidate will serve as an Administrative Assistant in the Department of Obstetrics & Gynecology at the University of Michigan. This position presents an opportunity to provide high level administrative and project support to the dedicated faculty in the Gynecology Division.

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.

Why Work at Michigan?

Being part of something greater, of serving a larger mission of discovery and care — that's the heart of what drives people to work at Michigan. In some way, great or small, every person here helps to advance this world-class institution. It's adding a purpose to your profession. Work at Michigan and become a victor for the greater good.

Responsibilities*

Project Support for Gynecology Division
  • Development and maintenance of division workgroups.
  • Development and management of division resources.
  • Partner with division director in review of budget and spending along with constructing development growth and long term goals.
Quality Improvement and Quality Assurance
  • Partner with department finance personnel to present budgets and spending reviews.
Comprehensive Travel Support of Gynecology Division Faculty
  • Complete and track faculty absence forms.
  • Development of itinerary, flight schedule, reservations, and reimbursements through Concur.
  • Arrange transportation, hotel accommodations, and conference registration.
  • Track all travel activities and cancel clinics as required.
Calendar Management
  • Maintain faculty calendars and proactively works to resolve conflicts.
  • Communicate closures with staff.
  • Arrange, coordinate, and document meetings.
  • Maintain all faculty clinical activities and time away (vacation, cme, etc.) in QGenda.
    • Clarify discrepancies between QGenda and outlook so that they both align.
Administrative Support for the Division
  • Assist with dictation for manuscripts, abstracts, grants, and routine correspondence as needed.
  • Coordinate individual faculty meetings and provide administrative support including agendas and minutes.
    • If meeting is outside of standard work hours, have flexible availability to attend (when reasonable to do so)
  • Maintain lab coat supply.
  • Place supply orders as needed.
  • Monitor and triage all incoming calls, and initiate appropriate follow-up.
  • Monitor PDF expenses and hold and maintain a PCard.
    • Enter reimbursement, and expense reports in a timely manner, following all university procurement policies.
  • Paper/grant submission support.
  • Maintain memberships and related charges.
  • Provide administrative support to the Gynecology Division / UM affiliated clinic arrangements.  This includes, but isn’t limited to; reserving overnight lodging, transportation, credentialing, and travel reimbursement.

Required Qualifications*

Senior Level:

  • Bachelor’s degree or equivalent combination of education and experience.
  • At least 4 years of progressively responsible professional experience
  • Previous experience providing administrative support, preferable in an healthcare setting. 
  • Excellent attendance and punctuality
  • Must be able to work independently as well as part of an integrated team. 
  • Proven ability to effectively prioritize, multitask, and adapt as priorities shift. 
  • Excellent organizational skills and attention to detail, deadlines, and policy compliance
  • Must be proficient in Microsoft Office applications

Intermediate Level:

  • Bachelor’s degree or equivalent combination of education and experience.
  • At least 2 years of progressively responsible professional experience
  • Excellent attendance and punctuality
  • Must be able to work independently as well as part of an integrated team. 
  • Proven ability to effectively prioritize, multitask, and adapt as priorities shift. 
  • Excellent organizational skills and attention to detail, deadlines, and policy compliance
  • Must be proficient in Microsoft Office applications

Desired Qualifications*

  • Previous experience working in an academic medical institution or similar setting
  • Previous experience providing administrative support to leaders and/or faculty
  • Familiarity with LEAN processes and principles
  • Knowledge of Michigan Medicine’s policies and procedures is a plus
  • Proven ability to build professional relationships with faculty is desired. 

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.  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.