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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

The Kresge Hearing Research Institute in the Department of Otolaryngology – Head and Neck Surgery is seeking a highly motivated and organized administrative assistant who will work to proactively support multiple faculty.  The successful candidate must be able to exercise discretion and independent judgment, while also working as part of a larger administrative team to accomplish Department goals and initiatives. 

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 administrative support to the faculty of the Kresge Hearing Research Institute in the Department of Otolaryngology – Head and Neck Surgery.
  • Schedule, plan and coordinate meetings, conferences and other appointments/engagements.  Arrange catering and A/V equipment.  Prepare agendas and distribute minutes.  Provide complex calendar management with ability to prioritize challenging schedules.
  • Plan and coordinate visits for faculty candidates, guest speakers, special visitors, symposia and other events.  Prepare itineraries.  Coordinate domestic and international travel arrangements. 
  • Procurement of goods/services using M-Pathways with responsibility for ensuring compliance with University guidelines.  Prepare expense reports using the Concur expense management system and reconcile P-Card expenses. 
  • Maintain CVs and biosketches.
  • Prepare, transcribe, draft, format, and proofread internal and external correspondence, agendas and reports.  Proofread manuscripts and grant applications and format bibliographies.  Produce high quality documents including tables, charts and graphs.
  • Ensure compliance with the NIH Public Access Policy and assist in depositing publications in PubMed Central.
  • Provide routine office support including filing, copying, mailing, faxing and delivering documents to other offices on the medical campus.  Coordinate the use of facilities and provide support for office equipment.  Screen and route telephone calls. 
  • Provide backup support to other support staff as needed. 
  • Assist in the implementation and interpretation of routine policies.
  • Assist with special projects as needed. 
  • Additional duties as assigned.

Required Qualifications*

Senior Level Requirements:

  • A minimum of 4 years of experience in an administrative support capacity.
  • Outstanding organizational skills and attention to detail. 
  • Demonstrated ability to prioritize and manage multiple tasks with competing deadlines and work effectively with frequent interruptions. 
  • Ability to work well both independently and in collaboration with faculty and staff as a team member. 
  • Positive attitude and customer service orientation. 
  • Outstanding verbal and written communication skills.
  • Excellent computer skills including Microsoft Word, Excel, PowerPoint, and e-mail. 
  • Demonstrated ability to treat confidential and sensitive information in a discreet fashion. 
  • Reasonable knowledge of University policies and procedures.

Intermediate Level Requirements:

  • A minimum of 2 years of experience in an administrative support capacity.
  • Outstanding organizational skills and attention to detail. 
  • Demonstrated ability to prioritize and manage multiple tasks with competing deadlines and work effectively with frequent interruptions. 
  • Ability to work well both independently and in collaboration with faculty and staff as a team member. 
  • Positive attitude and customer service orientation. 
  • Outstanding verbal and written communication skills.
  • Excellent computer skills including Microsoft Word, Excel, PowerPoint, and e-mail. 
  • Demonstrated ability to treat confidential and sensitive information in a discreet fashion. 

Desired Qualifications*

  • Bachelor's degree preferred. 
  • Proficiency using Concur, M-Pathways, EndNote, Zoom and M-CV as well as experience using PubMed and other search engines to find publications is preferred. 
  • Experience in an academic research environment is preferred.
  • Knowledge of UM SPGs including travel and procurement.
  • Reasonable knowledge of medical and scientific terminology. 

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.

 

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.