Executive Assistant Sr Hlth

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.

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 Executive-level administrative support to Chief Medical Officer as well as the Office of Clinical Affairs. 
• Maintain complex executive calendars and schedule meetings: Provide complex calendar management. This includes the ability to organize complicated and challenging schedules in coordination with other executive administrative teams, respond to frequent schedule changes, screen the purpose of meeting requests, set priorities, and escalate high-priority items when there is a conflict, and obtain meeting logistics and other information as required.
• Travel Arrangements: Execute complex travel arrangements (domestic and international) using Emburse, including preparing itineraries, agenda packets, and other travel arrangements.
• Meeting Coordination: Arrange meetings for OCA Leadership, often including multiple participants with complex schedules. Coordinate committee activities and logistics (booking conference rooms, arranging virtual meetings), coordinate schedules for visitors, coordinating hosting, support and coordinate meeting materials, including creation of agendas, presentations, briefings, and itineraries, and supporting the IT and other operational needs as required for collaboration across AMC and Regional partners. Attend meetings as needed to provide support and/or take minutes when appropriate: (i.e., Faculty, Recruitment, Annual Review, Executive Committee, OCA Chief's meetings, etc.)
• Work Flow Support: Support schedule optimization, organization of meeting-prep and post-meeting notes, and following up on action items.
• Special Projects: Coordinate meetings and provide logistical support for specialized OCA projects such as strategic planning, executive recruitment activities, and conferences. Maintain project files and action item lists.
• Financial Reconciliation: Process reimbursements and prepare expense reports for leadership P-card or out-of-pocket expenses. Assist in managing the OCA budget along with the Strategic Advisor to the CMO.
• Day-to-day operations: Demonstrate initiative, independent judgment, diplomacy, follow-through, and a service-oriented attitude to provide general administrative support to the Office of Clinical Affairs leadership.  This includes excellent attention to detail and the ability to prioritize and meet deadlines in a timely fashion, greeting visitors, and solving problems. Participate in team meetings, assist other team members, and provide cross coverage for other administrative positions as needed.
• Prepare confidential materials: Prepare correspondence, memoranda, and reports.
• Professionalism: Provide a high level of administrative support. Maintain confidential email accounts and triage email inquiries, and correspondence on behalf of the CMO. Edit and proofread agendas and memos. Oversee and manage email distribution lists for different groups. Exercise independent judgment, anticipate needs, and ensure seamless operations.

Required Qualifications*

• Bachelor's degree or an equivalent combination of education and experience. 
• Five years of progressively responsible administrative support experience. 
• Diplomacy and demonstrated professionalism as a supporting member of a collaborative and high-functioning leadership team. 
• Excellent interpersonal, written, and verbal language skills with the ability to represent the Office of Clinical Affairs to a broad range of constituents. 
• Ability to exercise good judgment in handling complex, confidential matters. 
• Proven experience working with multiple stakeholders at all levels. 
• Ability to work effectively with diverse workstyles and with individuals from diverse backgrounds. 
• Strong attention to detail, accuracy, timeliness, and sound organizational skills. 
• The ability to work independently as well as in diverse teams. 
• Excellent computer skills with a strong working knowledge of Microsoft Office Suite and Google collaboration tools. 
• Working knowledge of Zoom and/or other video conferencing tools.
• Outstanding customer service. 

Desired Qualifications*

• Working knowledge of applicable University policies and procedures. 
• Experience supporting executive level leaders in a complex organizational structure.
• Familiarity with the culture of an Academic Medical Center, reporting structure, and decision-making. 
• Competency using M-Pathways or equivalent (i.e., PeopleSoft). 
• Experience using the Emburse Travel and Expense system.

Modes of Work

This position is expected to be on site at least 4 days 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. 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 Statement

The University of Michigan is an equal employment opportunity employer.