Administrative Assistant Senior/Intermediate

Job Summary

We are seeking an Administrative Assistant Senior/Administrative Assistant Intermediate to join our team in Plastic Surgery. The Section of Plastic Surgery is a vibrant, growing group currently with 19 clinical faculty members, four clinical fellows, three research faculty, 28 residents and a very large clinical volume. This position will support four faculty members and assist the Section in growing our presence on social media.

The successful candidate will have to exercise initiative, independent judgment, diplomacy, demonstrate a service-oriented attitude and follow-through. We are looking for a team member with excellent attention to detail and a strong knowledge of Michigan Medicine technology, policies and procedures.  The ability to prioritize and meet deadlines is essential as is discretion in handling sensitive and/or confidential matters.

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*

• Coordinate and maintain complex faculty calendars, schedule meetings and other appointments using MS Outlook, Qgenda and Zoom.   
• Manage and coordinate travel arrangements for three to four faculty on complex domestic and international meetings and conferences while maintaining Michigan Medicine travel guidelines. Submit travel reports to Shared Services in a timely manner.
• Manage annual society membership renewals.
• Assist with credentialing re-credentialing, licensure and recertification.  
• Coordinate Visiting Professors travel, agenda, reimbursement, etc.
• Maintain curriculum vitae in Elements.  
• Reconcile Statement of Activity for CMEs monthly.   
• Reconcile PCard
• Transcribe and edit all internal and external correspondence, manuscripts, grant applications and reviews using advanced medical terminology.  
• Screen, prioritize and route all written and electronic correspondence, and phone calls while responding and/or acting on behalf of the faculty, when appropriate.
• Work closely and communicate efficiently with clinic team and faculty
• Provide back up support to other team members and their faculty when requested
• Additional Section responsibilities may be assigned in addition to faculty support

Required Qualifications*

• Bachelor’s degree or equivalent combination of education and experience
• Minimum of 4 years (senior level) or 2-3 years (intermediate level) experience in administrative work with advancing responsibility
• Excellent attention to detail and follow-through on tasks
• Excellent interpersonal, verbal, and written communication, as well as collaborative skills
• Demonstrated organizational skills, ability to take initiative, set priorities, and manage multiple projects simultaneously
• Demonstrated ability to interact professionally with a diverse group of customers while providing a high level of customer service
• Experience skills with Microsoft office suites 
• Experience with complex calendaring tasks utilizing Microsoft Outlook
• Ability to follow established procedures, handle a variety of tasks concurrently, set priorities and meet deadlines
• Ability to exercise independent good judgement, confidentiality, and diplomacy
• Ability and desire to work independently, be part of a team, and be a self-starter

Desired Qualifications*

• Knowledge of university policies and procedures as well as university systems including Chrome River, Wolverine Access, MiChart, Elements, Cornerstone.
• Knowledge of experience with QGenda
• Knowledge of/expeience with Zoom
• Advance computer skills, with proficiency in Canva, Qualtrics or similar programs, preferred.

Work Schedule

Monday through Friday 8am - 5pm, a hybrid schedule is possible in the future.

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 to a Admin Asst Inter 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.