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.
Summary
As an Administrative Coordinator you will play a crucial role in supporting our team in leadership recruitment and ensuring the smooth operation of our search function. Your primary focus will be on coordinating and managing complex schedules for key executives and team members. You will be responsible for optimizing their time, coordinating meetings, and anticipating potential scheduling conflicts. You will also schedule travel and coordinate hosting venues. While this role functions primarily as recruitment support, you will also have the opportunity to participate in other projects such as departmental reviews and events. This position will report to the Business Operations team?s Lead Project Manager.
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 Medical School Business Operations team provides project management and recruitment support, among other responsibilities, to the Office of the Dean and the greater medical school. We are a dynamic team of professionals committed to excellence in all that we do. Our team is dedicated to delivering high-quality services and results. We value innovation, efficiency, and above all, teamwork. We are seeking an experienced and highly organized Administrative Coordinator to join our team. Our team works on a hybrid basis with varying time onsite.
Responsibilities*
- Complex Scheduling and Coordination: Efficiently arrange, schedule, and manage a wide variety of appointments and meetings for senior executives and team members,
- Communication: Facilitate communication between executives, team members, clients, and other stakeholders, keeping them informed of schedule changes and updates in a timely manner.
- Travel Arrangements: Coordinate complex travel itineraries, including flights, hotel accommodations, ground transportation, and other logistics as required.
- Event Planning: Assist in organizing events, seminars, and symposia, ensuring all logistical details are well-managed.
- Document Creation and Management: Prepare and maintain records, reports, and presentations related to scheduling activities and other administrative tasks.
- Support: Provide additional administrative support including managing email correspondence, answering phone calls, support front desk operations, and handling office-related tasks as needed.
- Reconcile: Process Concur reports and other financial transactions; reconcile P-card expenses, gathering required information and ensuring that receipts are in order and accounted for appropriately.
- Project Coordination: Assist in the coordination of projects as assigned by the Lead Project Manager, either individually or as a member of the project team; anticipate and track critical dates, events, and organizational issues for follow up with appropriate parties to ensure deadlines are met and the team is informed.
- Collaborate: Engage and participate in other duties and activities as a member of a highly functioning team that collaborates and supports each other in an inclusive and caring environment.
Required Qualifications*
- Minimum of 3 years of experience as an Administrative Assistant/Administrative Coordinator or similar role with a focus on complex scheduling.
- Strong Organizational Skills: Demonstrated ability to manage multiple calendars, prioritize tasks, and meet deadlines in a fast-paced environment.
- Attention to Detail: A keen eye for detail to ensure accuracy in scheduling and avoiding conflicts.
- Communication Skills: Excellent written and verbal communication skills to liaise with individuals at all levels, both internally and externally.
- Discretion and Confidentiality: Ability to handle sensitive information with the utmost confidentiality and professionalism.
- Problem-Solving: Strong problem-solving skills to anticipate and address scheduling challenges effectively.
- Adaptability: Flexibility to adapt to changing priorities and willingness to take on new responsibilities as needed.
Desired Qualifications*
- Experience with supporting searches and/or recruitments.
Work Schedule
This position is hybrid and requires occasional early morning and/or evening hours onsite.
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.