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 (Division) is the second-largest of thirteen divisions within the Department of Internal Medicine at the University of Michigan Medical School, with more than 100 instructional, clinical, and research faculty. The Division is looking for a highly skilled administrative specialist to provide high-level support to the Division Chief and other Division faculty, as assigned. Reporting directly to the Business Manager, successful candidates will demonstrate exceptional organization and communication skills, manage competing priorities, and pay consistent attention to detail. They regularly work toward and meet deadlines, and function well in a fast paced environment. The ideal candidate is a proactive and resourceful individual who demonstrates project ownership and exercises independent judgment while navigating the environment of a complex academic medical center with professionalism, discretion, and 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*
The primary responsibility of this position is to effectively manage the Division Chief's administrative support needs as well as all related activities. Specifically, this position will:
- Manage a complicated calendar for the Division Chief, exercising independent judgment to assess priorities, coordinate and adjust complex scheduling needs, and prepare and manage related communications
- Coordinate and track action items and decisions on behalf of the Division Chief ensuring timely follow-up
- Draft and assist with correspondence, including e-mail management
- Maintain confidential records and documentation
- Manage the annual faculty performance evaluation and promotion process in partnership with the Division Chief
- Responsible for monthly faculty meetings, including AV equipment set-up, scheduling, preparing meeting materials and agendas, taking notes, and disseminating meeting minutes
- Promote, encourage and coordinate community building activities
- Plan and execute special events (e.g., research seminars, educational programs), coordinating logistics such as venue reservations, invitations, CME requirements, and travel arrangements
- Submit clinic closing documentation via Qgenda
- Prepare expense reports and reconcile PCard expenses via Emburse Enterprise
- Regularly update and maintain standardized CVs and biosketches, ensuring accuracy and completeness
- Independently manage and complete administrative and operational projects as assigned by the business manager in support of the Division Chief
- Perform other responsibilities as assigned by the business manager in support of the Division Chief and other faculty as needed
Required Qualifications*
Bachelor's degree in administration, healthcare administration or related field (or equivalent combination of education and experience)
A minimum of 2 of years of experience is required.
Exceptional organizational and time management skills
Ability to manage multiple complex tasks simultaneously, prioritize effectively, and meet deadlines while maintaining high accuracy.
Ability to work effectively and independently in a fast-paced academic and healthcare environment
Ability to identify and leverage resources needed to complete assigned tasks.
Project ownership and accountability
Excellent judgment
Proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint and Google Workspace).
Ability to assess and handle highly sensitive and confidential matters with discretion and integrity
Strong interpersonal skills and the ability to work effectively with faculty, staff, and institutional partners.
Excellent written and verbal communication skills
Experience coordinating projects or administrative processes in a complex organization
Project management skills
Flexibility to support meetings or events outside of normal business hours as needed
Desired Qualifications*
- Experience supporting faculty or leadership in an academic medical center, research environment, or healthcare setting.
- Experience planning meetings, conferences, or academic events.
- Prior experience supporting senior leadership or C-suite executives.
- Advanced proficiency in Microsoft Outlook, including calendar management, shared mailboxes, scheduling across time zones, folder/rule organization, and tools like Zoom and Teams.
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.
Additional Information
This is an on-site position (40 hours/week). The individual will serve as the primary administrative point of contact for the Division Chief?s office. On occasion, activities will extend beyond typical business hours.
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.