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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.

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Job Summary

The Department of Neurology is seeking an administrative assistant to provide support to the Director of the Sleep Disorders Center and additional Sleep Center faculty. The successful candidate will provide a full range of highly responsible administrative activities to multiple clinical and research faculty members.

This position will be located at the Med Inn Building, with strong potential to work remotely, where appropriate and reasonable.

The successful candidate will have a strong customer service focus and will represent the department in a highly professional manner. This will require the individual to act with confidence, competence, creativity, some level of independence, and discretion daily while interacting with Michigan Medicine leadership, faculty, staff and administrative professional peers.

The ideal candidate will thrive in a fast-paced environment, and have outstanding interpersonal skills, judgment, discretion, and experience in making independent decisions regarding planning, organizing and prioritizing work. It will be essential for the candidate to work well within a team, have a strong and responsible work ethic, and possess a high-level of professionalism and an aptitude for independent decisions when appropriate.

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
  • 2:1 Match on retirement savings

Responsibilities*

Support for Director of Sleep Disorders Centers and Faculty:

  • Provide administrative support for the academic responsibilities of the Director and other Neurology Sleep Faculty.
  • Effectively manage the daily electronic calendar of the Director and other Neurology Sleep Faculty who need this support; anticipate and resolve conflicts and deadlines.
  • Answer, screen, handle and/or route all program business telephone, fax and email communications. Track messages and assist with responses.
  • Submit, and track, Request for Temporary Faculty Absence form.

Grants:

  • Assist with administration and external liaisons for grants.
  • Prepare grant Proposal Approval Forms (PAFs) in coordination with the Research Office and with faculty guidance; track grant due dates and send regular reminders.
  • Regularly update all faculty curriculum vitae, NIH other support documents, and resource pages.

Preparation for meetings and lectures:

  • Schedule both virtual and in-person meetings
  • Coordinate and take minutes at monthly faculty meetings
  • Coordinate the annual Michael S. Aldrich Commemorative Lecture and assist with weekly Sleep Disorders Centers Grand Rounds and other conferences

Document preparation:

  • Format/edit a variety of correspondence and perform document management for manuscripts, abstracts, protocols, grant applications, minutes, etc.
  • File and maintain faculty documents and records.
  • Develop/draft meeting agendas and associated documents, attend selected meetings, create meeting minutes and distribute materials as necessary

Procuring and reconciling:

  • Process reimbursement through CONCUR.
  • P-card management and reconciliation
  • Procurement (purchasing) via Tier I function.

Other:

  • Assist with Sleep Disorders Centers websites.
  • Provide support for all other academic and research administrative projects.
  • Organize and distribute incoming and outgoing mail. Open and prioritize faculty mail where requested and assist with follow-up.
  • Complete business travel arrangements, including registrations, transportation, lodging, etc., and related external and University forms.
  • Process travel reimbursements
  • Additional duties and responsibilities as assigned.

Required Qualifications*

  • Bachelors degree OR at least four years of experience
  • Ability to appropriately analyze, manage and prioritize scheduling for extremely busy high-level executive leadership calendars.
  • Must possess exceptional customer service skills and team leader/member orientation.
  • Must possess demonstrated ability to take initiative, work independently, prioritize, manage multiple assignments, meet deadlines, and follow through on job responsibilities.
  • Proven ability to produce detailed and accurate work.
  • Excellent oral and written communication skills with attention to detail required.
  • Effective time management, problem-solving and analytical skills are necessary.
  • Strong office computing and electronic calendaring knowledge and experience required.
  • Demonstrated ability to work independently, showing sound judgment based upon experience, as well as the capability to work as part of a diverse team in a professional and collaborative manner.
  • Highly developed interpersonal skills, including the ability to accurately transcribe minutes, recommendation letters, dictations, etc. including the aptitude to initiate or draft correspondence. Maintain curriculum vitae and bio-sketches.
  • Strong ability to analyze, compare, and evaluate various courses of action, and make independent decisions on matters of significance free from immediate direction.
  • Must be able to exercise initiative, diplomacy, discretion and confidentiality with a positive, service-oriented attitude.
  • Attention to detail, follow-through, and meeting deadlines with time management and multitasking skills
  • Demonstrated experience with leading a project or seeing a project through completion.

Desired Qualifications*

  • Bachelor’s degree is highly desired, but not required for the role.
  • At least 5 years of progressively responsible administrative experience desired.
  • Experience with P-Card reconciliation and procurement processes
  • Experience with a broad range of UM applications such as Concur, Marketsite and M-CV
  • Advanced skills with Microsoft Office applications highly desired, especially in Microsoft Word, Excel, PowerPoint, and Adobe Acrobat.

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.

U-M EEO/AA Statement

The University of Michigan is an equal opportunity/affirmative action employer.