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 Department of Orthopaedic Surgery is seeking an experienced and highly motivated administrative support professional to serve as an Executive Assistant to the Executive Director of Sports Medicine at U-M Health. The ideal candidate will have a demonstrated ability of providing high level administrative support, meticulous attention to detail and accuracy, problem solving skills, a professional and friendly demeanor, and consistent follow-through with the ability to handle multiple tasks simultaneously. This individual will have the ability to manage complex scheduling needs while maintaining a high level of accuracy, efficiency, and customer service. In addition, the ideal candidate will have strong communication skills, both written and verbal.
This position reports to the Chief Department Administrator of Orthopaedic Surgery.
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.
The mission of the Department of Orthopedic Surgery at the University of Michigan is to lead advances in musculoskeletal health for all, through excellence and innovative patient care, scientific discovery, and dedicated teaching. We pursue this mission through advanced clinical practice, cutting-edge research, innovative education, and service to the health system, community, and our global partners.
Who We Are
The Department of Orthopaedic Surgery at U-M is dedicated to leading advances in musculoskeletal health for all, through excellence and innovative patient care, scientific discovery, and dedicated teaching. Our clinical operations at University Hospital (UH), Children's and Women's Hospital (C&W), and ambulatory care locations are focused on continuously improving the quality of patient care and optimizing the patient care experience. Our broad research portfolio spans the spectrum of basic science, clinical research, and health services outcomes research. In terms of service, our faculty hold significant leadership roles in the medical school, hospitals, health systems, and national organizations. Most importantly, what makes Orthopaedic Surgery at the University of Michigan stand out is the people and their dedication to making a difference. Combining that with the infrastructure and resources of a world-class University and Health Care System, we strive to play a significant role in creating the future of musculoskeletal care.
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 advanced administrative support to the Executive Director including complex calendar management; drafting and proofreading documents; managing priorities; preparing meeting agendas, materials, and minutes; preparing travel arrangements and reimbursements.
- Provide critical background information to the Executive Director prior to meetings, ensuring necessary context on meeting goals and participants.
- Provide high level support for meetings including scheduling, logistics, agendas, zoom links, meeting minutes and materials, and follow-up on action items.
- Manage the flow of issues, projects, and problems requiring either near-term responses or anticipatory preparations related to the Director's initiatives.
- Work closely with the Executive Director and other staff to develop and implement member engagement strategies and activities.
- Coordinate and support visits from distinguished faculty and other high-level visitors. Compose letters, memos, emails, agendas, itineraries, and briefing documents as needed.
- Exercise independent decision-making and interpreting, communicating, and applying university and unit policies and procedures in performing daily duties.
- Support the crafting of internal communications by preparing drafts and proposing edits as needed.
- Assist with various correspondence, including those of a sensitive nature.
- Process general expenses, requisitions, PO's, quotes, hosting charges, etc. to ensure that all financial records are tracked and up to date records are tracked and up to date.
- Provide project coordination for the Director's administrative needs.
- Assist the Director with research-based administrative work which supports the overall mission, such as placing orders, creating meeting invitations, reserving conference rooms for research events, assisting with faculty CV updates, obtaining signatures on forms, and assisting with the submission of position description and candidate hiring forms.
- Support recruitment visits by working in partnership to create itineraries, reserve conference rooms and A/V support for presentations and chalk talks, placing catering orders, and providing onsite support during the recruitment visit.
- Support and assist in coordinating community engagement events.
- Oversee all activities related to guest presenters for seminars, recruitment, and education-related events, including communication and logistics.
- Organize travel arrangements, compile receipts for reconciling select accounts, and submit PCard and other travel/hosting expenses using Chrome River and Shared Services Center as appropriate.
- Facilitate scheduling of virtual and in-person meetings with multiple attendees with challenging schedules, communicating in a timely manner and providing logistical support such as agendas, AV, PowerPoint slides, and meeting materials, and taking meeting notes as needed.
- Other duties as assigned by the Director and Chief Department Administrator to further support the mission and goals of the department.
Required Qualifications*
- Bachelor's Degree or equivalent combination of education and experience.
- 5 years or more of progressively responsible office experience.
- Demonstrated administrative management skills working at a high level in an academic or executive setting, including dealing with confidential or sensitive matters.
- Experience organizing and building a variety of event types, including logistical management, communication, and outreach strategies, and collaborating with internal and external partners.
- Ability to manage a large and diverse workload while demonstrating flexibility when faced with changing priorities and deadlines.
- Demonstrated commitment to diversity, equity, and inclusion.
- Excellent MS Outlook and Word skills, solid MS Excel, PowerPoint, and Access skills
Desired Qualifications*
- Experience providing high level administrative support in an academic setting.
- Familiarity with University policies, procedures, and systems.
- Strong analytical ability to gather and summarize information, solve administrative problems, and prioritize work assignments independently.
- Excellent interpersonal, written, and verbal communication skills.
- Strong organizational skills.
- Ability to work independently and collaboratively in a team environment.
Work Locations
Dominos Farms , Ann Arbor, MI
The executive director works onsite on a regular basis. Based on the responsibilities of this role, this position will also primarily need to be onsite. The typical work hours for this position are Monday-Friday 8 am - 4 pm.
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.