Administrative Specialist Associate

Who We Are

The Inspiring Health Advances in Lung Care (INHALE) Collaborative Quality Improvement (CQI) Coordinating Center is a hybrid workforce. Remote work is supported and expected; however, in-person work is required in Ann Arbor. Travel is required to meetings a few times a year.

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 University of Michigan Health System is home to multiple CQIs that seek to address some of the most common, complex, and costly areas of medical care. With funding from Blue Cross Blue Shield of Michigan (BCBSM), INHALE works collaboratively with physician organizations and their member practices throughout the State of Michigan to improve asthma and COPD outcomes.

INHALE is seeking a dynamic self-starter to join our coordinating center in the role of Administrative Specialist. This candidate will serve as the primary support for INHALE leadership and Coordinating Center staff and perform highly responsible administrative duties using independent judgment and professionalism. The candidate will provide administrative oversight of projects and program operations and has autonomy to make decisions and should have the maturity and experience to know when decisions are within their purview and when they need to be elevated. This person will be expected to think critically, problem-solve, exercise independent judgment, and contribute significantly to the operations of the INHALE Coordinating Center. 

Responsibilities*

The Administrative Specialist leads a variety of high-level work in administration, leadership support, coordination, communication, and completion of designated project work as assigned. The ideal candidate independently prioritizes workload with competing priorities and makes appropriate decisions regarding project scope, sequencing, timeline and resources.  Responsibilities include:

Administrative Support 

• Assist Program Manager in daily operations including, onboarding, training, and off-boarding of staff, purchasing equipment, ordering supplies, management of user groups.
• Manage calendars of INHALE Program Directors and Coordinating Center staff. Manage and coordinate all aspects of virtual and in-person meeting preparation and follow-up, including reserving meeting space, developing agendas, compiling materials, documenting decisions, distributing meeting notes, and tracking action items.
• Schedule and provide logistical support for in-person and virtual collaborative wide meetings, including planning, venue selection, vendor contracts, AV needs/setup, reconciling attendance, and timely follow-up on key action items.
• Lead the application lifecycle of educational support for CME and MOC opportunities, including application development, editing, and closeout.
• Manage financial transactions accurately and efficiently, including vendor payments, faculty honorarium reimbursements, expense tracking and recording, invoice processing, and managing procurement processes.
• Coordinate travel as necessary, including transportation, lodging, itineraries, agendas, and reimbursement through Emburse and Mpathways.
• Oversee inventory processes by tracking, cataloging, and distributing resources.  
• Maintain appropriate record-keeping processes, including drafting and updating job aids.
• Participate in meetings and manage workflow, next steps, and follow up on action items.
• Provide timely and professional customer support to external partners.

• Support INHALE's strategic priorities by making recommendations, documenting decisions, and identifying opportunities for process improvement.

• Additional duties and responsibilities as assigned to support the overall effectiveness and efficiency of the team. 

Communications Support

• Serve as a key member of the communications team, ensuring communications are clear, accurate, timely, and consistent in tone and messaging and align with INHALE communication standards.
• Draft, edit, and coordinate written communications on behalf of the Coordinating Center for internal and external audiences, including but not limited to announcements, newsletters, emails, and website content.
• Assist in creating professional presentation slide decks for internal and external use. Ensure materials are well-organized, visually appealing, and aligned with INHALE branding standards.
• Update website content as needed.
• Develop original content for INHALE's social media and newsletters and disseminate according to a predetermined schedule.

Special Projects 

• Support complex special projects as assigned from planning through implementation.

• Provide project coordination and communications support for initiatives led by INHALE Coordinating Center as assigned.
• Assist in developing and maintaining project documentation, including timelines, tracking deliverables and action items, and clearly communicate status updates and reports.

Other Duties as Assigned 

Required Qualifications*

• Bachelor's degree or equivalent combination of education and experience.
• 5+ years of progressive experience providing administrative or executive support.
• Proven ability to be highly organized, self-motivated, and able to problem-solve.
• Superior attention to detail and accuracy, with the ability to work independently as well as part of a team.
• Excellent oral and written communication skills.
• Ability to independently prioritize workload and manage multiple tasks simultaneously while meeting deadlines and operating in a flexible and professional manner.
• Demonstrated experience leading special projects and coordinating complex, multi-stakeholder events.
• Demonstrated experience using meeting management tools such as Zoom, Microsoft Teams, Slido and Doodle.
• Proficiency in Microsoft Office Suite (SharePoint, Word, Excel, PowerPoint).
• On-site work in Ann Arbor as required.

Desired Qualifications*

• Previous experience working in health care, public health, or health education.
• Experience with maintaining website content or content management systems.
• Experience using communications tools such as Canva and SurveyMonkey.
• Knowledge of Michigan Medicine Policies/Procedures and Organizational Structure
• Understanding of the Blue Cross/Blue Shield of Michigan CQI portfolio

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 Reporting 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 at 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.