Administrative Specialist Associate - Lead Admin.

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 Division of Hematology/Oncology and Genetic Medicine within the Department of Internal Medicine is seeking a highly competent, motivated and organized individual to serve as a full-time Lead Administrative Assistant Reporting directly to the Business Manager.   Candidates for this position are expected to exhibit strong organizational skills and demonstrated ability to collaborate effectively within a complex organization. The Lead Administrative Assistant is responsible for a wide range of services to support both clinical and research faculty and staff as well as the leadership of the division.  Hematology/Oncology offers competitive salary, commensurate with experience, and boasts a culture of acceptance, openness, flexibility, and teamwork. Must possess the ability to prioritize tasks, meet deadlines with a strong attention to details.

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 back-up support for the Business Manager, may be responsible for leading the monthly administrative team meetings, assisting with special events such training, team building.
• Provide back-up support to the Division Chief administrative specialist on faculty recruitment activities and division chief, division administrator support, provide administrative support to Business Manager.
• Will provide administrative support within divisions, as needed
• Oversee time reporting, maintain the shared time-off calendar, adding time-off requests as necessary, update and maintain the in-office schedule, train new staff on proper time reporting, run ad hoc time reports as needed, respond to timekeeping and payroll questions, and approve delegated time sheets.
• Serve as division authorized signer for office and lab keys, UMID badges
• Assist with office moves and assignments of new and existing faculty and staff according to the division and DOIM space policies.
• Maintain division accounting of computer equipment assigned to faculty and staff.
• Assist with special projects to include the annual COOP, updating division website resources and maintenance of shared folders, keeping administrative resources accurate and up to date with the latest policies and procedures of the division and DOIM.
• Update and maintain staff and faculty email distribution lists to ensure accurate dissemination of information and communication.
• Assist with faculty recruitment efforts, must be willing to be on site as needed to help be the face of the division with internal and external guests and faculty recruits. Includes the creation of itineraries, travel arrangements, etc.
• Assist in the preparation and dissemination of training resources for new and existing administrative assistants.
• Serve as subject matter expert to administrative assistant staff and faculty related programs such as Emburse Analytics, Elements, CloudCME, hosting and travel as well other support related applications. 
• Serve on hiring teams for administrative support postings. 
• Other duties as assigned.

Required Qualifications*

• Bachelor's Degree or an equivalent number of years of experience.
• Minimum of two years of supporting faculty at a senior level
• A proven history of exemplary performance record is required.  Must provide a minimum of two letters of support from faculty endorsing candidacy. 
• A positive and professional attitude is a must! This position will be exposed to confidential information and must maintain a professional disposition with all audiences.
• Experience with CME, Expert with faculty CV maintenance, M-Pathways.
• Excellent organizational and interpersonal skills including the ability to work cooperatively with faculty and staff in a diverse academic environment. 
• Strong computer skills and exceptional interpersonal skills, and a high level of resourcefulness, motivation, accountability, and the ability to think analytically. 

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.