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Michigan Medicine · 12 hours ago

Admin Asst Sr Healthcare/ Intermediate

Ann Arbor, MI

Full-time

Hybrid

Mid, Senior Level

2+ years exp

Michigan Medicine is a leading healthcare institution dedicated to improving health through education, patient care, and research. They are seeking a Senior Admin Assistant to provide high-level administrative support to research faculty and their lab, focusing on various administrative tasks and coordination of research activities.

EducationHealth CareMedical

Responsibilities

Provide advanced administrative support to Principal Investigator and lab members, including faculty, postdoctoral fellows and students

Screen, prioritize, triage and respond to phone calls, mail, faxes, email, handling independently as appropriate

Complex calendar scheduling and travel management, includes exercising judgment on setting priorities for effective use of time and responding to frequent changes in scheduling

Maintain CV within Elements

Assist with human resource support- including visa liaison between Medical School Immigration Support and Compliance, onboarding/offboarding, appointment processes, faculty promotion support, etc. Assist temporary and new employees with orientation and familiarization with policies and procedures within the Department

Initiate, draft, edit, and proofread correspondence, itineraries, strategic documents, letter of recommendation, and presentations

Coordinate seminars, symposiums and other large events including reserving location, sending invites, arranging catering, a/v and teleconferencing needs, assisting invited guests an speakers, managing travel arrangements and reimbursements, processing honoraria, and preparing and distributing agendas and other meeting materials

Procurement of subscription and membership renewals/dues, conference registrations and travel arrangements, catering, books and other supplies using university preferred vendors, purchase orders and p-card. Initiate travel and hosting expense reports and reconcile p-card statements within Emburse

Work in conjunction with the Surgery Research Office to provide financial support related to grants and gift funds

Provide order support for the laboratory including placing M-Marketsite orders, completing Purchasing Request forms, assisting with Single Source documentation as necessary, shipping coordination assistance, overseeing shortcode usage in iLabs and eRAM, etc

Coordinate special projects as assigned, such as developing and managing electronic filing and tracking systems using Dropbox, Google Forms, etc

As part of the administrative team, participate in team meetings, assist team members, participate in continuous improvement to protocols and processes

Act as lead liaison on behalf of the PI between institutional stakeholders across departments

Perform other tasks as assigned in support of PI objectives

Qualification

Microsoft OfficeEvent coordinationCommunication skillsAttention to detailInterpersonal skillsProofreadingTeam playerFlexibilityInitiative

Required

Senior level: High School Diploma or equivalent and 4+ years of experience

Intermediate level: High School Diploma or equivalent and 2-4 years of experience

Proficiency in the use of computers and software including Microsoft Office products (Work, Excel, Powerpoint, Outlook), Zoom, Emburse Enterprise

Excellent oral and written communication skills with ability to listen carefully, seek answers and offer suggestions is essential

Ability to manage a large and varied workload with excellent attention to detail, managing deadlines in a timely manner while demonstrating flexibility when priorities and deadlines change

Anticipate needs of those you are supporting

Exceptional interpersonal skills and a team player attitude, with a high level of integrity, demonstrating creativity and leadership in resolving issues and managing confidential information

Excellent attendance record and ability to work flexible hours when needed

Preferred

Reasonable knowledge of University policies and procedures

Competency in proofreading and editing

Experience with large meeting and event coordination

Successful work experience with broad responsibilities in a large, complex organization

Experience in an academic research setting with knowledge of grant terminology, publication processes, etc

Have experience in Faculty Hires/Promotions and in hiring Post Docs

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