Job Summary
The Section of Thoracic Surgery is one of seven sections within the Department of Surgery at the University of Michigan Medical School. The Section of Thoracic Surgery is dedicated to setting the standard for teamwork, compassion, education, and innovation as we achieve outstanding outcomes for patients, and create a legacy of excellence in the field through advanced medical training. The Section of Thoracic Surgery is seeking a highly qualified candidate to provide administrative support to Thoracic Surgery faculty. The ideal candidate must exercise initiative, judgment, and discretion and be able to prioritize work and make decisions independently. The ability to work as part of a team is essential to the success of a person in this position.
Responsibilities*
Provide complex calendar management for the faculty in the section of thoracic surgery, exercising discretion and judgment to analyze and appropriately prioritize complicated and challenging schedules. Exercise initiative, independent judgment, diplomacy, a service-oriented attitude, and follow-through in providing general administrative support; including excellent attention to detail, the ability to prioritize and meet deadlines in a timely fashion. Respond to frequent changes in schedules; screen the purpose of meeting requests; set priorities when there is a conflict; obtain information with regard to the meeting and provide faculty with background information needed for meetings. Oversee 14 operative days per week to ensure there are no faculty scheduling conflicts. Oversee clinic schedules to ensure there are no faculty scheduling conflicts. Update paging on a regular basis.
Coordinate meetings and conferences, which may involve various locations, multiple departments, or teleconference, including reserving conference rooms, managing AV, arranging Zoom Meetings, etc. Assist with conference materials and attend conferences and meetings to take minutes if required.
Procurement of subscriptions, membership renewals/dues, conference registrations, books and other supplies using university-preferred vendors and/or UM Purchasing card. Execute complex travel arrangements (air, hotel, ground transportation) using CTP for faculty, including preparing itineraries, agenda packets, and travel arrangements.
Initiate travel and hosting expense reports and reconcile P-Card statements via M-Pathways. Coordinate travel arrangements and itineraries for faculty and visiting speakers.
Support and prepare faculty affairs documentation (re-credentialing, promotion packets, references, renew licensure, certifications, memberships, subscriptions, etc.) Assist faculty with correspondence, maintain CV, Elements, biosketches, and Other Support. As part of the administrative team, participate in team meetings, assist team members, and provide cross coverage for other administrative positions as needed. Utilize discretion and appropriate judgement regarding sensitive and/or confidential matters. Perform other duties as assigned to support goals and objectives of the Section.
Required Qualifications*
Typically requires an associate degree or equivalent
4 or more years of progressively responsible professional experience.
Outstanding organizational skills and attention to detail, deadlines, and policy compliance.
Proven ability to prioritize and manage multiple tasks with competing deadlines and work effectively with frequent interruptions.
Works well both independently and in collaboration with faculty and staff as a team member.
Ability to adapt to different working styles and personalities.
Outstanding interpersonal and verbal and written communication skills.
Excellent computer skills including Microsoft Word, Excel, PowerPoint, Acrobat and Acrobat Reader, Outlook, etc.
Positive attitude and customer service oriented.
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 any time after the minimum posting period has ended.
U-M EEO Statement
The University of Michigan is an equal employment opportunity employer.