Administrative Specialist Associate Healthcare

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.

Job Summary

The Division of Metabolism, Endocrinology and Diabetes; and Podiatry (MEND) in the Department of Internal Medicine is seeking an experienced administrative team member to support the Division Chief, Division Administrator and to coordinate key administrative functions for the division. The MEND Division is nationally recognized across its clinical, research and education mission and includes over 70 faculty, over 50 research and administrative staff, ~8 clinical trainees, and ~12 research fellow trainees.

Responsibilities*

The qualified candidate will provide comprehensive support services for the division leadership support which include, but are not limited to, the following: 

• Administrative support for the Division Chief and Division Administrator
  • Coordinate calendar and scheduling needs
  • Schedule and prepare for meetings, including:
    • Prepare agendas, secure physical/electronic meeting space needs, prepare and distribute meeting materials, etc.
  • Staff meetings in person and virtually as needed including:
    • Set up and staff meeting space and audio/visual needs, track attendance, take detailed meeting minutes, arrange any catering needs, track action items and decisions, ensure timely follow-up, etc.
  • Coordinate and support communications, including:
    • Screen, prioritize/triage and respond to correspondence (email, phone, mail) on behalf of the individuals supported in this role
    • Prepare letters, documents, reports, presentations
    • Obtain and transcribe data as needed for communications
  • Support general administrative and office needs, including:
    • Order supplies, copies / faxing / filing, coordinating office maintenance
  • Maintain records and updates, including:
    • Maintain updates for CV in Elements, Biosketch, PMCIDs for publications
    • Track and renew memberships and subscriptions
    • Track vacation, sick, conference, CME time
  • Coordinate travel planning, meeting registration, and external conference attendance preparation
    • Make travel arrangements, itineraries, and expense reports for the individuals supported in this role, faculty recruits and other visitors as needed
  • Prepare expense reports, process payment / reimbursement, including for guests/recruits. P-card reconciliation within 30 days
  • Submission of clinic closing documentation as needed
  • Additional responsibilities as requested
  • Provide division wide administrative support of longer-term initiatives for division leadership

  • Provide back up support across the division administrative team as needed and participate as a colleague in division administrative team collaboration

• Faculty Recruitment

  • Coordinate faculty recruitment for the division, including:
    • Correspondence with faculty candidates, representing division leadership
    • Planning and implementation of recruitment visits and interviews, including agenda and itinerary creation, scheduling, travel arrangements, hosting, collecting and summarizing feedback, responding to candidate questions, coordination with division leadership, etc.
    • Welcome faculty candidates in person and support visit logistics

    • Participate in onboarding activities as needed.

       

• Monthly Faculty Meeting Support

  • Support Division Chief in preparing presentation slides in advance, coordinating visitors and speaker attendance and slides.
  • Attend meetings in person, take meeting minutes, track attendance, prepare meeting summaries, follow up on questions

• Faculty Performance Evaluations & Mentorship Committees & Promotions

  • Coordinate annual faculty evaluation process, including:
    • Maintaining timelines and evaluation materials / templates
    • Communicating with faculty and administrative staff to ensure collection of input including self-evaluations, CVs, data
    • Scheduling evaluation meetings, securing signatures, troubleshooting and improving evaluation process 
  • Track compliance of junior faculty mentorship committee meetings and assure completion of annual mentorship meeting goals
  • Support the Division Chief and other MEND stakeholders to coordinate elements of the promotions process.
• Division Events

  • Coordinate the organization, planning and implementation of various division events as requested such as division retreats, town hall meetings, CME events, team building, volunteer events, recognition events and celebrations. Events will occasionally occur after regular working hours.

• Division Communications and Recognition
  • Coordinate internal and external communications, with input from division leadership and guidance from Michigan Medicine communications experts. 
  • Coordinate information and draft content for a monthly division internal newsletter. Collect recognition and update information. Participate in editing process and coordinate timely electronic distribution.
  • Participate in digital and social media communication development, to enhance recruitment, promote clinical, research, and educational missions, highlight faculty accomplishments, and strengthen engagement with patients, trainees, referring providers, and philanthropic partners through a coordinated online presence.
  • Participate in the Division IMPOWER Council (IMPOWER: Inspiring Medicine to Promote Opportunities for Well-Being, Engagement, and Respect) and provide primary coordination of division recognition programs. Participate in the development of new recognition programs.

Required Qualifications*

• Bachelor's Degree or an equivalent number of years of experience. A minimum of 3 years of high-level administrative experience is required.
• Ability to communicate with a high degree of confidentiality, discretion, and professionalism, using independent judgment. Experience building trust with clinical and administrative leadership.
• Ability to organize and coordinate a diverse workload with attention to detail while meeting deadlines in a timely manner.
• Ability to demonstrate flexibility when priorities and deadlines change. 
• Excellent written and oral communication skills.
• Proficiency in the use of computers and software including Microsoft Office- Word, Excel, PowerPoint, Outlook, Teams, A/V equipment as well as university programs such as Elements for CV management, and reimbursement software. 
• Essential elements required for position: strong integrity, be highly proactive, have a high degree of problem-solving skills, be highly reliable, retain a high sense of ownership and accountability for workload, be flexible and resilient in the face of change.
• Expertise or willingness to engage in social media and digital communications is essential. 
• Willingness and availability to participate in activities onsite, in person. Role will be hybrid with frequent onsite activities that may occur on various weekdays.
• Additionally, demonstrated experience independently managing complex schedules, confidential and sensitive matters, competing priorities, and high-level administrative responsibilities. This includes collaborating on faculty recruitment and evaluation processes and communicating directly with executive- and senior-level organizational leadership for coordination and planning 

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

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 Opportunity Employer. We are committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants, including protected veterans and individuals with disabilities.