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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

The Institute for Healthcare Policy and Innovation (IHPI) is one of the nation’s leading university-based institutes of health services researchers and policy experts working together to improve the quality, safety, equity and affordability of health care. IHPI advances the work of its more than 680 faculty members by creating a welcoming and supportive health services research community, providing networking opportunities and engagement with collaborative strategic initiatives, education/training/professional development programs, access to data and analysis, and robust communications and policy support.
IHPI is seeking a highly qualified Executive Assistant (EA) to provide confidential and executive-level administrative support to the Institute Director. The EA is responsible for managing the Director’s administrative needs to ensure that their time is effectively allocated and that they have the information/materials needed to advance the priorities of the Institute. The ideal candidate will have the ability to manage complex meeting scheduling for the Director while maintaining a high level of accuracy, efficiency and customer service. The EA will also support the crafting of internal communications and presentations on behalf of the Director and will be expected to handle matters of confidential or sensitive nature appropriately.

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 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*

  • Provide advanced administrative support to the Institute Director, including complex calendar management; drafting and proofreading documents; managing priorities; preparing meeting agendas, materials, and minutes; preparing travel arrangements and reimbursements; hosting guests, and serving as the face of the Institute.
  • Provide calendar management and meeting scheduling for the Institute Managing Director.
  • Provide high level support for all Institute leadership meetings (Institute Leadership Team, National Advisory Board, and Early Career Faculty Advisory Council), including scheduling, logistics, agendas, zoom links, meeting minutes and materials, and follow-up on action items. Provide assistance coordinating other Institute events and activities as needed.
  • Facilitate the scheduling of virtual and in person meetings with multiple attendees with challenging schedules by communicating in a timely manner and providing logistical support such as agendas, AV, PowerPoint slides and meeting materials.
  • Provide critical background information to the Director prior to meetings, ensuring the Director has necessary context on meeting goals and participants.
  • Manage the flow of issues, projects, and problems requiring either near-term responses or anticipatory preparations related to the Director’s initiatives. Support the preparation of PowerPoint slides for presentations by the Director.
  • Coordinate and support visits from distinguished faculty and other high-level visitors. Compose letters, memos, emails, agendas, itineraries, and briefing documents as needed.
  • Exercise independent decision-making and interpreting, communicating, and applying university and unit policies and procedures in performing daily duties.
  • Greet visitors and triage inquiries received by email or web submissions.
  • Support the crafting of internal communications by preparing drafts and proposing edits as needed. Assist with various correspondence, including those of a sensitive nature.
  • Work closely with Member Engagement Specialist to organize and support special events involving the Director.
  • Reconcile PCards in the University’s Concur system.
  • Other duties as assigned.

Skills You Have

The most important skills for this position include:

  • A flexible, customer service oriented, problem-solving attitude and willingness to work collaboratively.
  • Excellent interpersonal/people skills with ability to interact with diversity of people both in and out of the University, and at different levels of the institution.
  • Demonstrated ability to work independently, learn quickly, achieve high performance goals, and meet deadlines in a fast-paced quickly changing environment.
  • Attention to detail and demonstrated organizational, interpersonal, oral, and written communication skills.
  • Demonstrated ability to manage multiple assignments and projects with competing priorities and deadlines.
  • Excellent work ethic and positive demeanor.
  • Forward-planning skills, and the ability to efficiently and effectively prioritize and problem solve.

Required Qualifications*

Required Qualifications

  • Bachelor's degree or an equivalent combination of skills, experience, and education.
  • 5 or more years of relevant high level administrative experience.
  • Successful work history demonstrating effective process management and management of multiple complex tasks.
  • Comfort working with new technologies.
  • Proficiency in Microsoft Office (Word, Excel, and PowerPoint), Concur, and Adobe Acrobat.

Desired Qualifications*

  • Experience providing high level administrative support in an academic setting.
  • Familiarity with University policies, procedures, and systems.

Work Locations

This position may be eligible for remote and/or flexible work opportunities at the discretion of the hiring department with the understanding that this position will need to be on site when the Director is on site. Flexible work agreements are reviewed annually and are subject to change dependent on the business needs of the hiring department, throughout the course of employment.

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.