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Michigan Medicine · 22 hours ago

Admin Asst Sr Healthcare

Ann Arbor, MI

Full-time

Hybrid

Mid, Senior Level

4+ years exp

Michigan Medicine is one of the largest health care complexes in the world, seeking a highly competent and organized administrative professional for the Division of General Medicine. The role involves supporting research faculty through comprehensive calendar management, travel coordination, document preparation, and other administrative tasks while maintaining a focus on customer service and collaboration.

EducationHealth CareMedical

Responsibilities

The ideal candidate will organize, prioritize, and complete tasks in a timely manner and handle confidential data with discretion. The position requires strong verbal and written communication skills, interpersonal skills, and strong organizational skills including attention to detail. The ability to work independently as well as part of a team and regularly exercise judgement in the application of policies, procedures, and methods is imperative. This position calls for open collaboration with a wide range of professionals. Must possess the ability to prioritize tasks and meet deadlines. Positive attitude and customer service orientation is a must

Provide comprehensive calendar management for faculty, exercising discretion and sound judgement to analyze and prioritize complex and frequently changing schedules. Screen meeting requests, resolve scheduling conflicts, and set appropriate priorities. Gather and assess meeting details, ensuring faculty receive all necessary background information in preparation for meetings, both in-person and virtual, ensuring room reservations, audiovisual/Zoom support. Assist faculty in time away reporting

Assist with annual faculty evaluation process for all clinical/research faculty

Coordinate domestic and international travel for faculty and visiting speakers, including arranging transportation, accommodations, and preparing travel itineraries. Ensure compliance with university travel policies and preferences and provide timely support with travel documentation and expense reimbursements as needed

Draft, edit, format, and word process a variety of documents, including agendas, meeting minutes, manuscripts, abstracts, checking references and assigning PMCID's, presentations, slides, posters, complex tables, policies, processes and guidelines, as well as maintain CVs in Elements and Biosketches. Assist in the preparation of grant applications for submission to extramural funding agencies

Prepare, reconcile and process expense reports and other reimbursements using Emburse expense management system with responsibility for ensuring compliance with University guidelines. Other duties will include, but not be limited to, procurement of goods/services and renewal of memberships/subscriptions using M-Pathways, reconciling P-card statements, request honorariums and consultant fees, human subject incentive payments, and other duties as assigned

Provide backup support to other administrative staff as needed

Additional duties and responsibilities as assigned

Division support: This position is part of a team-based model supporting all of General Medicine. Oversee basic maintenance, service of and contracts for office equipment, order necessary office supplies and equipment

Qualification

Microsoft OfficeOrganizational skillsProblem solvingTeam collaborationAttention to detailCustomer serviceTime managementCommunication skills

Required

Associates degree or equivalent combination of education and experience

A minimum of four years of progressively more responsible administrative assistant experience is required

Proven experience and proficiency working in programs such as: Windows, Microsoft Office (Word, Excel, PowerPoint, Zoom, MS Teams) and Adobe Acrobat

Exceptional writing and editing skills

Proven ability to be highly organized and self-motivated; able to manage multiple projects without loss of quality

Demonstrated ability to prioritize, meet deadlines, and produce detailed and accurate work

Efficient and enjoys detailed work such as tracking communications, policies and procedures

Ability to set priorities, handle multiple assignments and deadlines and display excellent judgment while operating in a flexible and professional manner

Strong oral and written communication skills with the ability to write clearly and concisely for various mediums

Ability to perform complex tasks, to work independently to organize workload, to be accountable for high quality work, and to meet all established deadlines

Demonstrated excellent problem solving; analytical and critical thinking skills

Ability to work independently with minimal supervision and maximum collaboration in a team environment

A high degree of initiative, resourcefulness, and the ability to anticipate needs

Must be able to take direction from several people and have proven ability to prioritize tasks with conflicting deadlines, handle frequent interruptions, and meet deadlines

Preferred

Bachelor's degree preferred and/or more than five years of progressively more responsible administrative/executive assistant experience is required

Prior experience within the University of Michigan and familiarity with their systems, policies, and procedures

Academic health system or medical center experience

Benefits

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

2:1 Match on retirement savings

Company

Michigan Medicine

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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