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
A successful candidate will serve as an Administrative Assistant in the Department of Obstetrics & Gynecology at the University of Michigan. This position presents an opportunity to provide high level administrative and project support to the dedicated faculty within Maternal Fetal Medicine Division.
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 Work at Michigan?
Being part of something greater, of serving a larger mission of discovery and care ? that's the heart of what drives people to work at Michigan. In some way, great or small, every person here helps to advance this world-class institution. It's adding a purpose to your profession. Work at Michigan and become a victor for the greater good.
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*
Project Support:
- Development and management of division resources
- Partner with Division Director in review of budgets and spending along with constructing development growth and long term goals
Comprehensive Travel Support of Faculty
- Track faculty absences, utilizing QGenda, Outlook, and excel tracking spreadsheets
- Development of itinerary, flight schedule, reservations, and reimbursements through concur
- Arrange transportation, hotel accommodations, and conference registration
- Track all clinical activities and cancel clinics as required
Calendar Management
- Maintain faculty outlook calendars and proactively work to resolve conflicts
- Communicate clinic and OR closures with appropriate staff
- Arrange, coordinate, and document meetings
- Maintain all faculty clinical activities and time away (vacation, cme, etc.) in QGenda.
Administrative Support for the Division
- Assist developing presentations for the Maternal Fetal Medicine Faculty and Certified Nurse Midwives
- Partner with division director and obgyn administration to develop clinical/call schedules in QGenda.
- Coordinate divisional and individual faculty meetings and provide administrative support such as development of agendas and taking minutes
- Assist faculty with coordinating and scheduling national society and major educational events and meetings
- Coordinate all faculty recruiting activities, correspondences with candidates, travel arrangements, hosted events and interviews
- Arrange all hosted events, conferences, seminars, including advertising
- Monitor and triage all incoming calls, and emails and initiate appropriate judgement and follow up
- Maintain and updated faculty Curriculum Vitae (CV) and Biosketches
- Compile statistical data for monthly review
- Monitor PDF expenses for Faculty and report monthly
- Monitor Research Support Accounts and be able to account for all transactions
- Hold PCard and reconcile with Concur
- Prepare Non PO-Vouchers, Purchase orders and PCard transactions
Required Qualifications*
Administrative Assistant Intermediate:
- Bachelor's degree or equivalent combination of education and experience.
- 2-4 years of progressively responsible professional experience
- Must have previous experience working in an academic medical institution or similar setting.
- Excellent attendance and punctuality
- Must be able to work independently as well as part of an integrated team.
- Proven ability to effectively prioritize, multitask, and adapt as priorities shift.
- Excellent organization skills and attention to detail, deadlines, and policy compliance.
- Excellent oral and written communication skills.
- Must be proficient in MS Office applications
Administrative Assistant Senior:
- Bachelor's degree or equivalent combination of education and experience
- 4 or more years of progressively responsible administrative experience
- Must have previous experience working in an academic medical institution or similar setting.
- Excellent attendance and punctuality
- Must be able to work independently as well as part of an integrated team.
- Proven ability to effectively prioritize, multitask, and adapt as priorities shift.
- Excellent organization skills and attention to detail, deadlines, and policy compliance.
- Excellent oral and written communication skills.
- Must be proficient in MS Office applications
Desired Qualifications*
- Familiarity with LEAN processes and principles
- Previous knowledge of UMHS policies and procedures is a plus.
- Previous experience working with faculty
Modes of Work
Positions that are eligible for hybrid or mobile/remote work mode are at the discretion of the hiring department. Work agreements are reviewed annually at a minimum and are subject to change at any time, and for any reason, throughout the course of employment. Learn more about the work modes.
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.