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Michigan Medicine · 14 hours ago

Admin Asst. Senior Healthcare (underfill 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, and they are seeking a Senior Administrative Assistant to provide high-quality administrative support to faculty in the Gastroenterology & Hepatology department. The role involves coordinating meetings, managing faculty citations, assisting with research projects, and ensuring smooth administrative operations.

EducationHealth CareMedical

Responsibilities

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

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

Assist faculty with preparation of manuscripts and grants

Manage of faculty citations in the NIH system

Assist with ordering lab supplies and equipment, keeping inventory, and keeping pulse on lab utilization and space used/needed, process requests for equipment repairs, assist lab staff with conference reconciliation using SSC online forms

Manage and approve timesheet for lab staff, assist with new research staff hiring, maintenance of lab email groups

Maintain accurate electronic and physical files for each faculty; Complex calendaring

Coordinate outside speaker visits and assist with visiting observers, including travel plans, reserving space for group meetings, set up meals/reservatio0ns, book appropriate transportation, advertise related lectures, coordinate CMD credit, create itineraries, complete visiting scholar paperwork, be preset to execute day of, process expenses and applicable honorariums upon guest departure

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

Arrange meetings and teleconferences (both 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 creating expense reports through UM expense system, creating non-PO vouchers and office orders via M-Pathways Financials and M-Marketsite

Reconcile reimbursement request for faculty and supporting staff (supplies, travel and transportation, abstract and manuscript submissions, etc.)

Troubleshoot basic technical issues or partner with IT support

Engaging in high-level verbal and written communications; confidentiality. 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 customers

As part of the administrative team, collaborating 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 SuiteQGendaConcurZoomMulti-taskingInterpersonal skillsOrganizational skillsAttention to detailTeam player attitude

Required

A minimum of 4 years of experience in an administrative support capacity

Bachelor's degree or equivalent combination of education and experience is necessary

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

Reasonable knowledge of University policies and procedures

Experience using QGenda & Elements

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