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.
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.
Job Summary
The Department of Neurosurgery is seeking a highly organized, detail-oriented, and proactive Administrative Specialist to provide advanced administrative support for faculty and fellowship credentialing, faculty recruitment and onboarding, faculty promotions and periodic career reviews, and staff recruitment activities.
The Administrative Specialist will work closely with department leadership, faculty, the promotions committee, fellowship leadership, HR partners, and administrative teams to ensure timely, accurate, and effective coordination of critical faculty and staff processes.
The successful candidate will demonstrate excellent judgment, discretion, organizational skill, and the ability to manage multiple priorities in a fast-paced academic medical center environment. This role requires the ability to handle confidential information, communicate professionally with a wide range of stakeholders, and independently move complex administrative processes forward.
This position reports to the Chief Department Administrator.
This position will function in a hybrid capacity with a minimum of 2 days in the office per week.
Responsibilities*
Faculty Recruitment and Onboarding
- Serve as the lead administrative coordinator for faculty recruitment activities within the department.
- Coordinate faculty recruitment logistics, including interview scheduling, itinerary development, meeting coordination, candidate communications, and preparation of recruitment materials.
- Partner with faculty search committees, department leadership, HR, and other administrative offices to support timely and effective faculty recruitment processes.
- Assist with faculty offer, appointment, and onboarding processes, ensuring required documentation and communications are completed accurately and on schedule.
- Coordinate onboarding and orientation activities for new faculty, including preparation of onboarding materials, scheduling introductory meetings, supporting access requests, and assisting with workspace, equipment, and technology needs.
- Serve as a resource for new faculty during the onboarding period, helping connect them with appropriate departmental, institutional, research, clinical, and administrative resources.
Track faculty recruitment and onboarding progress, maintaining accurate records and follow-up items.
Fellowship Credentialing and Administrative Support
- Coordinate fellowship credentialing processes in collaboration with fellowship leadership, GME partners, credentialing offices, HR, and other institutional stakeholders.
- Track required documentation, deadlines, approvals, compliance requirements, and credentialing milestones for incoming and continuing fellows.
- Assist with preparation, collection, review, and submission of fellowship-related materials, ensuring accuracy and completeness.
- Support communication with fellows, program leadership, faculty, and administrative offices regarding credentialing requirements, onboarding tasks, and related timelines.
Maintain organized and confidential records related to fellowship credentialing and onboarding.
Faculty Promotions, Career Reviews, and CV Maintenance
- Provide administrative support for faculty promotion processes, including preparation, tracking, and organization of required materials.
- Work closely with faculty, department leadership, and the promotions committee to coordinate promotion timelines, meetings, documentation, and follow-up items.
- Assist with periodic career reviews, including scheduling, document collection, preparation of review materials, and tracking completion.
- Coordinate and maintain monthly faculty CV updates, ensuring faculty CVs are current, accurate, and formatted according to departmental and institutional standards.
- Communicate with faculty on a regular basis to obtain updated scholarly activity, teaching contributions, service roles, grants, publications, presentations, awards, clinical accomplishments, and other professional activities.
- Maintain confidential faculty records and ensure promotion and career review materials are handled with discretion and accuracy.
- Track faculty review cycles, promotion eligibility, committee deadlines, and required documentation using departmental systems or tracking tools.
Assist with drafting, editing, formatting, and compiling faculty affairs documents, letters, reports, and related materials.
Staff Recruitment, Posting, and Hiring Support
- Support the recruitment, posting, and hiring processes for staff roles across the department.
- Partner with the Chief Department Administrator, hiring managers, HR representatives, and operations leadership to coordinate staff position postings and recruitment activity.
- Assist with preparation and submission of position descriptions, job postings, and related hiring documentation.
- Coordinate interview scheduling, candidate communications, interview materials, and hiring committee logistics.
- Track staff recruitment progress and provide status updates to department leadership and hiring managers.
- Assist with onboarding coordination for newly hired staff, including welcome communications, orientation scheduling, access requests, workspace coordination, and equipment needs.
Maintain organized records of staff recruitment and hiring activity in accordance with departmental and institutional practices.
Administrative Support for Faculty, Research Administration, and Operations Administration
- Maintain accurate files, databases, trackers, and shared documents related to faculty affairs, recruitment, credentialing, promotion, onboarding, and administrative operations.
- Assist with special projects, data entry, document organization, process tracking, and other administrative duties as assigned.
- Help identify opportunities to improve administrative workflows, tracking systems, communication processes, and documentation standards.
- Provide backup administrative support to department operations or leadership teams as needed.
Required Qualifications*
- Bachelor?s degree or equivalent combination of education and experience.
- Four or more years of progressively responsible administrative experience.
- Demonstrated ability to manage multiple complex projects, deadlines, and priorities with accuracy and professionalism.
- Experience providing administrative support in an academic, healthcare, research, or similarly complex professional environment.
- Excellent organizational skills with strong attention to detail and follow-through.
- Demonstrated ability to work independently, exercise sound judgment, and take initiative.
- Excellent verbal, written, and interpersonal communication skills.
- Proven ability to handle confidential and sensitive information with discretion.
- Demonstrated ability to work collaboratively with faculty, leadership, staff, trainees, and administrative partners.
- Strong proficiency with Microsoft Office and/or Google Workspace tools, including calendar management, document preparation, spreadsheets, and shared file organization.
- Ability to learn and effectively use institutional systems, databases, applicant tracking systems, credentialing platforms, and reporting tools.
- Ability to anticipate issues, problem-solve, and escalate matters appropriately.
- Demonstrated ability to produce timely, detailed, and accurate work in a fast-paced environment.
Desired Qualifications*
- Prior administrative experience in an academic medical center, university, healthcare, or research environment.
- Experience supporting faculty affairs, faculty recruitment, faculty promotions, academic appointments, credentialing, or fellowship administration.
- Experience with staff recruitment, job postings, interview coordination, and onboarding processes.
- Familiarity with University of Michigan or Michigan Medicine policies, procedures, systems, and administrative processes.
- Experience supporting faculty CV maintenance, promotion dossiers, career reviews, or academic review processes.
- Experience working with confidential personnel, credentialing, or appointment-related documentation.
- Strong project management skills and experience developing tracking systems, timelines, and process documentation.
- Highly skilled at adapting to new technology, systems, and workflow tools.
- Demonstrated commitment to customer service, collaboration, and continuous process improvement.
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
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.
Additional Information
This position will generally work during standard business hours, Monday through Friday. Some flexibility may be required to accommodate recruitment activities, committee meetings, onboarding timelines, or other departmental priorities.
Will function in a hybrid capacity with a minimum of 2 days in the office per week.
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.
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 Statement
The University of Michigan is an Equal Opportunity Employer. We are committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants, including protected veterans and individuals with disabilities.