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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.

Job Summary

Administrative Assistant Senior 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 and will have the opportunity to work in a hybrid model with a balance of on-site responsibilities and working remotely. The exact arrangement for this is balanced by both division operational needs and personal preferences.

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.

Who We Are

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 16,000 inpatient and observation patients annually. Additionally, many of our faculty hold administrative positions throughout the Medical School and the VA.

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*

Required Qualifications*

  • High school diploma or equivalent and more than 4 years of experience.
  • Considerable progressively responsible administrative assistant experience.
  • 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.
  • Must be able to work independently with minimal supervision.
  • Attention to detail is essential.

Desired Qualifications*

Desired Qualifications*

  • Ability to make complex travel and conference arrangements.
  • Reasonable knowledge of university policies and procedures.
  • 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.
  • Excellent transcription skills.
  • Ability to quickly become proficient in the use of new software.

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 COVID-19 Vaccination Policy

COVID-19 vaccinations are now required for all University of Michigan students, faculty and staff across all three campuses, including Michigan Medicine.  This includes those working or learning remotely.  More information on this policy is available on the Campus Blueprint website or the U-M Dearborn and U-M Flint websites.