How to Apply
A cover letter with your resume addressing how your experience and education specifically address the requirements of the position is mandatory to be considered for this position. Please be prepared to provide work samples, if requested.
Job Summary
The Division of Rheumatology is one of thirteen divisions within the Department of Internal Medicine at the University of Michigan Medical School with 50+ instructional, clinical and research faculty. The division is looking for someone to provide a high-level of support to faculty leadership and other faculty within the division, as assigned. Reporting directly to the Operations Manager, candidates for this position are expected to exhibit strong organizational skills, demonstrated ability to collaborate effectively within a complex organization, and have a high level of integrity.
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*
Executive & Faculty Support
- Manage complex and dynamic calendars for faculty, exercising discretion and independent judgment to prioritize competing demands.
- Screen and assess meeting requests, resolve scheduling conflicts, and provide faculty with relevant background materials in advance of meetings.
- Assist with faculty correspondence and ongoing calendar management.
- Maintain and update CVs, Elements profiles, biosketches, and Other Support documents.
Divisional Events & Conferences
- Serve as the lead coordinator and primary point of contact for divisional conferences, seminars, grand rounds, and related events.
- Plan and execute meetings, symposiums, faculty recruitment visits, and large-scale events, including developing detailed itineraries; coordinating candidate interviews and meetings with faculty and leadership; arranging travel and accommodations; reserving meeting space; coordinating catering and audiovisual needs; and preparing and distributing agendas and materials.
- Manage all logistics associated with recruitment visits, ensuring professional and welcoming experience for candidates while maintaining clear communication with faculty and administrative stakeholders.
- Process honoraria and recruitment-related expenses in accordance with university policies.
Operational & Administrative Coordination
- Coordinate long-term, vacation, and part-time pager coverage for faculty.
- Support clinic closing processes and documentation; submit faculty vacation requests via QGenda.
- Assist with annual initiatives, faculty onboarding, evaluations, and alumni database management.
- Participate in team meetings, provide cross-coverage for administrative colleagues, and contribute to continuous process improvement efforts.
- Perform additional duties as assigned.
Financial & Procurement Support
- Procure office and laboratory supplies, equipment, and professional memberships.
- Establish service contracts and track invoices and vendor payments.
- Process honoraria, consultant fees, and other individual payments.
Project & Document Support
- Create and format forms, spreadsheets, databases, and presentations (including tables and graphics) in support of divisional leadership.
This role may involve occasional interaction on highly sensitive or confidential matters, including communication with university leadership, government officials, administrators, donors, and patients. Professionalism and discretion are essential.
Required Qualifications*
Senior Level:
- 4+ years progressively responsible administrative experience
- Highschool Education or equivalent
Intermediate Level:
- 2-4 years administrative experience
- Highschool Education or equivalent
Both:
- Demonstrated ability to prioritize effectively, meet deadlines, and produce accurate, detail-oriented work
- Strong organizational skills and sound independent judgment
- Proven ability to work both collaboratively and independently
- Excellent written and verbal communication skills
- Strong interpersonal skills and professionalism
- Advanced computer proficiency, including Microsoft Office, Google platforms, and calendaring systems
- Ability to manage highly sensitive and confidential information with discretion
- Flexibility with work schedule
Desired Qualifications*
- Proactive, team-oriented mindset with the ability to manage multiple concurrent priorities
- Experience with Qgenda
- Experience with Adobe
- Experience with university systems
- Knowledge of university policies and procedures
Work Schedule
- Full-time (40 hours/week)
- Hybrid schedule with 2-3 days onsite per week based on need
- Flexibility required to provide in-office coverage during administrative absences
- Flexible work arrangements are reviewed annually and may change based on divisional needs
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.
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.