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Michigan Medicine · 1 day ago

Admin Asst Inter. Healthcare (Assoc. underfill)

Ann Arbor, MI

Full-time

Hybrid

Entry, Mid Level

2+ years exp

Michigan Medicine is one of the largest health care complexes in the world, known for its groundbreaking medical advancements. The Administrative Assistant Intermediate role involves providing high-quality administrative support to Gastroenterology & Hepatology faculty, coordinating division events, and managing various administrative tasks.

EducationHealth CareMedical

Responsibilities

Providing administrative support for multiple senior- and junior-level faculty

Prepare biosketches, CVs, letters, PowerPoint slides and create complex charts and graphs, upload manuscripts to journals, draft emails or letters of recommendation, other documents as assigned

Maintain accurate electronic and physical files for each faculty; complex calendaring, assist with invited scholar visits and recruits

Expedite and monitor clinic and endoscopy resource closings and openings utilizing Qgenda and MiChart; auditing schedules and Outlook calendar monthly

Arrange meetings and teleconferences (in-person, virtual and hybrid); set up audio-visual equipment, provide day of support for in-person meetings, arrange complex travel arrangements including international itineraries, and trip itineraries

Reconcile P-Card transactions and create expense reports through UM expense system, create non-PO vouchers and office orders via M-Pathways Financials and M-Marketsite

Provide back up and support when needed for divisional Grand Rounds

Newsletter creation in partnership with Department Marketing team, create monthly Motility schedule, in office mailbox upkeep and management of office signage, scheduling of reoccurring meetings, track and maintain touchdown space signup with divisional lead

Troubleshoot basic technical issues or partner with IT support

Engage in high-level verbal and written communications; confidentially. Management of all communication, including emails, in a timely and professional manner with strong attention to detail. Providing excellent customer service to both internal and external contacts

As part of the administrative team, collaborate with other GI & Hepatology administrative assistants including answering internal and external phone calls, and rotating weekly responsibilities including sorting and distributing division mail and faxes, physician lab coats, etc.; participating in team meetings; assisting team members and providing coverage during team member absences and vacations; participating in divisional special projects and assignments; Continuous improvement to administrative protocols and strict adherence to all UM policies and procedures. Create and maintain shared files for communication to Departmental stakeholders. Host outings and CME events at offsite locations; cross departmental coordination

Additional duties as assigned

Qualification

MiChartMicrosoft Office SuiteZoomConcurM-MarketsiteDropBoxMulti-taskingInterpersonal skillsOrganizational skillsAttention to detailTeam player attitude

Required

High school diploma or equivalent and 2-4 years of experience in an administrative support capacity

High school diploma or equivalent and less than 2 years of experience in an administrative support capacity

Exceptional interpersonal skills and team player attitude

Proficient in MiChart, Outlook, Microsoft Word, Excel, PowerPoint, Google sheets/docs, Concur, Zoom, M-Marketsite, DropBox

Exceptional attention to detail

Excellent organizational, multi-tasking skills and ability to work independently with moderate supervision and regularly exercise judgment in setting priorities

Ability to manage a fast paced professional work environment

Experience with off-site meeting coordination

Preferred

Bachelor's degree

Reasonable knowledge of University policies and procedures

Knowledge of Department/Division Grand Rounds hybrid and in person meetings

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