Administrative Assistant Inter

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Job Summary

  1. Basic Function and Responsibilities

Pediatric Hematology Oncology is seeking an Administrative Assistant to support our research, education, and clinical missions. We are seeking a compassionate, enthusiastic, and self-driven Administrative Assistant to provide support to the division of Pediatric Hematology Oncology. This individual will share our priorities which include: high quality care, excellent customer service, stewardship of resources, innovative research to improve the lives of children, positive and inclusive environment for all faculty, trainees, and staff. 

Responsibilities*

Essential Functions

  1. Administrative support 

    • Calendar management for faculty 

    • Meeting scheduling and support including, but not limited to, arrangements for on- and off-site meetings, agenda preparation, recording, note-taking and tracking attendance at a variety of meetings  

    • Coordination of travel for faculty and staff within the division

    • Assist with faculty recruitment and visiting professors   

    • Manage email groups, org charts, and phone lists

    • Troubleshoot various system issues

    • Assist with device needs and track inventory

    • Cornerstone facilitator (management and tracking)

    • Work within CloudCME 

    • Update faculty CV?s within Elements 

    • Coordination of specialized trainings 

    • Manage Telecom/Xerox work

    • Assisting with credentialing & re-credentialing as well as licensing updates and renewals

    • Support planning of division Events

      1. Trainee open house and graduation

      2. In-person faculty meetings

      3. Team building/wellness events

    • Assist with special projects as assigned

  2. Reports/Reporting  

    • Manage PCard(s) and process expense reports in a timely manner ensuring compliance with University and division policies and procedures

    • Manage Qgenda and time off for faculty acting as Qgenda champion within the division 

    • Professional development expense tracking and reconciling to appropriate shortcodes

    • Assist manager as directed with reporting requests

       

  3. Supply management 

    • Prepare and place orders through various platforms (e.g. Marketsite)

    • Address procurement needs for faculty, including submitting PRF?s and receiving ordered items 

    • Ensuring office is adequately stocked with necessary office supplies, IT supplies, etc.

       

  4. HR and Physical Space Management 

    • Enter facilities requests into the system

    • Assist with office moves and other facility related projects 

    • Assist Manager with HR related duties (e.g. timesheet approval, job postings, etc.)

       

  5. Miscellaneous - Other duties as assigned.

Required Qualifications*

  • Associate's degree in healthcare administration, business administration, or related field or an equivalent combination of education and experience.

  • Two years of experience.

  • Proficiency in Microsoft Office software, as well as other databases, e-mail and calendar-keeping software.

  • Strong interpersonal skills and ability to successfully work with all levels of faculty and staff.

  • Must possess demonstrated ability to take initiative, work independently, prioritize, manage multiple assignments, and follow through on job responsibilities.

  • Demonstrates ability to collaborate with others in a team environment, display leadership through problem solving and the initiative to advance knowledge.

  • Team oriented individual.

  • Ability to think critically and exercise a high level of initiative.

  • Discretion and judgement regarding sensitive and confidential matters.

Desired Qualifications*

  • Bachelors degree 

  • Knowledge of University policies and procedures 

  • Demonstrated ability to work effectively with individuals and groups from a variety of identities, culture, backgrounds, ideologies, including personal and social identities.

  • Strong organizational skills.

  • Proactive in anticipating needs for the faculty. 

  • Experience working with MiChart.

  • Experience working with Research 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.

Background Screening

The University of Michigan conducts background checks on all job candidates upon acceptance of a contingent offer and may use a third party administrator to conduct background checks.  Background checks are performed in compliance with the Fair Credit Reporting Act.

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 any time after the minimum posting period has ended.

U-M EEO Statement

The University of Michigan is an equal employment opportunity employer.