Administrative Assistant Senior/ Administrative Assistant Intermediate

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Summary

The Divisions of Pulmonary & Critical Care Medicine and Allergy & Immunology are seeking a highly qualified candidate to provide administrative support to their faculty. The ideal candidate must exercise initiative, judgment and discretion, independent decision making and able to prioritize work. The ability to work as part of a team is essential to the success of a person in this position.

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*

• Provide complex calendar management in support of faculty; respond to frequent changes in schedules; screen the purpose of meeting requests; set priorities when there is a conflict; and provide faculty with background information needed for meetings

• Coordinate meetings and conferences, which may involve various locations, multiple departments or teleconference. Reserving conference rooms, managing AV, Zoom Meeting

• Procurement of subscriptions, membership renewals/dues, conference registrations, travel arrangements, books and other supplies using university-preferred vendors.

• Coordinate travel arrangements and itineraries for faculty and visiting speaker.

• Assist faculty with correspondence, maintain CV, biosketches and Other Support.

• Reconcile P-card statements

• Assist faculty in time away reporting: clinic closings and make-up clinic.

• Qgenda and Michart support

• Assistance with manuscripts, book chapters, reviews and other documents for faculty

• Perform other duties as assigned to support goals and objectives of the division.

• As part of the administrative team, participate in team meetings, assist team members, provide backup coverage for other administrative positions.

• Attend conferences and meetings to take minutes if required

• Assist with conference materials

Required Qualifications*

• Intermediate level: HS diploma or equivalent combination of education with 2-4 years administrative experience

• Senior level: Associate's degree or equivalent combination of education with 4 years administrative experience

• Outstanding organizational skills and attention to detail.

• 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 verbal and written communication skills.

• Excellent computer skills including Microsoft Word, Excel, PowerPoint, Outlook and reference management software.

• Positive attitude and customer service oriented.

Desired Qualifications*

• Bachelor's degree or equivalent combination of education

• 4 years progressive administrative experience

• Administrative work experience in health care setting

• Ability to relate to varied audiences.

• Knowledge of university policies and procedures as well as university systems including Mpathways, Concur, MiChart, MiCME and the Elements database.

• Knowledge of/experience with QGenda

Work Schedule

This position is eligible for hybrid schedule and/or flexible work opportunities at the discretion of the hiring department. Flexible work agreements are reviewed annually and are subject to change dependent on the business needs of the hiring department, throughout the course of employment.

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/AA Statement

The University of Michigan is an equal opportunity/affirmative action employer.

Job Detail

Job Opening ID

247523

Working Title

Administrative Assistant Senior/ Administrative Assistant Intermediate

Job Title

Admin Asst Sr Healthcare

Work Location

Ann Arbor Campus

Ann Arbor, MI

Full/Part Time

Full-Time

Regular/Temporary

Regular

FLSA Status

Nonexempt

Organizational Group

Medical School

Department

MM Int Med-Pulm./Critical Care

Posting Begin/End Date

4/10/2024 - 5/01/2024

Career Interest

Administration

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