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Michigan Medicine · 20 hours ago

Admin Asst Senior Healthcare/ Intermediate

Ann Arbor, MI

Full-time

Hybrid

Mid, Senior Level

2+ years exp

Michigan Medicine is one of the largest health care complexes in the world, dedicated to improving health through excellence in education, patient care, and research. The role involves providing high-level administrative support to faculty leadership in the Division of Rheumatology, managing schedules, events, and correspondence while maintaining confidentiality and integrity.

EducationHealth CareMedical

Responsibilities

Provide complex calendar management in support of faculty exercising discretion and judgment to analyze and appropriately prioritize complicated and challenging schedules; respond to frequent changes in schedules; screen the purpose of meeting requests; set priorities when there is a conflict; obtain information regarding the meeting and provide faculty with background information needed for meetings

Act as lead and main point of contact for managing all Divisional conference, seminars, and grand rounds, etc

Manage long-term coverage, vacation coverage and part-time pager coverage for faculty

Coordinate meetings, symposiums and other large events including reserving meeting rooms, arranging catering and AV needs, manage travel arrangements and process honoraria, prepare and distribute agendas and other meeting materials

Assist faculty with correspondence and calendar management. Maintain CV, Elements CV, biosketches and Other Support

Procurement of office, laboratory supplies, equipment and professional society memberships. Establish service contracts, track invoices and payments to vendors. Request payment of honorariums, consultant fees and other payments to individuals

Create forms, excel spreadsheets, databases and PowerPoint presentations including formatting of tables and graphics, as they relate to divisional leadership functions

Assist with annual projects, faculty orientation, faculty evaluations, alumni database management

Assist with completing clinic closing process and documentation; assist with completing and submitting faculty vacation via QGenda

Occasional interaction involving matters of a highly confidential or sensitive nature may include contacts with university officials, government officials, administrators, potential and existing donors as well as patients

As part of the administrative team, participate in team meetings, assist team members, provide coverage for other administrative positions, participate in continuous improvement to protocols and processes

Additional duties as assigned

Qualification

Calendar managementOrganizational skillsConfidentialityMicrosoft OfficeGoogle platformsInterpersonal skillsAdobe PhotoshopUniversity systems knowledgeWritten communicationOral communicationTeam collaborationFlexibility

Required

4+ years progressively responsible administrative experience

Highschool Education or equivalent

Proven ability to prioritize, have exceptional organizational skills, meet deadlines and produce detailed and accurate work

Demonstrated ability to work successfully within a team and also independently and exercise good judgment

Excellent computer skills (especially in Microsoft, Google and calendaring platforms)

Proven ability to assess and handle highly sensitive and confidential matters with discretion and integrity

Strong interpersonal skills

Excellent written and oral communication skills

Flexibility with schedule

2-4 years administrative experience

Highschool Education or equivalent

Preferred

Proactive team member willing to assist other team members as needed and meet multiple concurrent deadlines independently

Experience in Adobe Photoshop

Experience with University systems

Considerable knowledge of University policy and procedures

Benefits

Excellent medical, dental and vision coverage effective on your very first day

2:1 Match on retirement savings

Company

Michigan Medicine

Glassdoor4.0

Michigan Medicine is a health care system and academic medical center that provides medical education and more. It is a sub-organization of University of Maichigan.

Founded in 1869

Ann Arbor, Michigan, USA

10001+ employees