Administrative Specialist Associate

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 role of Admin Specialist Associate will provide administrative support the division of Hematology and Oncology providing a high level of administrative support of our division chief, division administrator, business manager.  The successful candidate will play a crucial role requiring strong organizational skills and the ability to collaborate effectively.

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 complex calendar management for Division Chief, Division Administrator and Business Manager exercising discretion and judgment to analyze and prioritize complex calendars and schedules.
• Assist with the annual faculty performance evaluation process.
• Manage faculty recruitment efforts, including creating itineraries, organizing meetings, coordinating chair talks and presentations at division conferences, booking travel.
• Maintain records on behalf our division leadership team on faculty related requests and projects, such as mentorship, evaluations and other requests.
• Provide proactive, high-level support for executive and other key meetings, including scheduling, preparing meeting materials and agendas, attending meetings, taking minutes, tracking action items and decisions, and ensuring timely follow-up.
• Collaborate with division leadership to plan and execute special events to include reservations, invitations, CME certifications, and ensuring the successful execution of events.
• Coordinate all aspects of travel arrangements and including itineraries for Division Chief, visiting speakers and faculty recruits.
• Provide support to the Division Chiefs research team, if applicable.
• Assist with submitting clinic closing documentation via Qgenda.
• Prepare expense reports and reconcile PCard expenses via Emburse Enterprise.
• Assist with CV maintenance.
• Perform other responsibilities and projects as assigned by the division leadership team.

Required Qualifications*

• Bachelor's Degree or an equivalent number of years of experience.
• Ability to communicate with a high degree of confidentiality, discretion, and professionalism, using independent judgment.
• Proficiency in the use of computers and software including Microsoft Office- Word, Excel, Powerpoint, Outlook, Teams, A/V equipment as well as university programs such as Elements for CV management, reimbursement software.
• Must be willing to work on site minimally two days per week or more depending on the needs of the business.
• Communicate with a high degree of confidentiality, discretion, and professionalism, using independent judgment.
• Essential elements required for position -strong integrity, be highly proactive, have a high degree of problem-solving skills, be highly reliable, retain a high sense of ownership and accountability for workload, be flexible and resilient in the face of change, provide excellent 

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.

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.