What are the responsibilities and job description for the Administrative Assistant Intermediate/Administrative Assistant Associate (underfill) Healthcare position at Michigan Medicine?
How to Apply
A cover letter is required for consideration for this position and should be attached as the first page of your resume. The cover letter should address your specific interest in the position and outline skills and experience that directly relate to this position.
Mission Statement
Michigan Medicine improves the health of patients, populations and communities through excellence in education, patient care, community service, research and technology development, and through leadership activities in Michigan, nationally and internationally. Our mission is guided by our Strategic Principles and has three critical components; patient care, education and research that together enhance our contribution to society.
Job Summary
The Division of Infectious Diseases is currently seeking a full-time Administrative Assistant Associate/Intermediate. The ability to work as part of a team is essential to the success of a person in this position.
Responsibilities*
Provide highly responsible and skilled administrative support to Faculty, including faculty with various leadership roles, for the Division of Infectious Diseases. Using initiative, diplomacy, a service-oriented attitude and follow through in providing general administrative support with excellent attention to detail and the ability to prioritize and meet deadlines in a timely fashion. Must utilize discretion and appropriate judgment regarding sensitive and/or confidential matters.
Administrative support to senior and junior faculty, which includes calendar support, PCard and expense reconciliation, troubleshoot basic technical issues or partner with IT support, provide administrative support in the pre-award process for federal, foundation, and industry grants, including preparation of sponsor forms, drafting project budgets under faculty direction, formatting of text and figures, and ongoing maintenance of curriculum vitae, biosketches and other support documents. Assist with annual progress report preparation for project grants, as needed. presentation preparation assistance, drafting routine correspondence, sorting mail, attending committee meetings, and taking minutes. Coordinating meetings and preparing materials. Maintaining calendars, conference room schedules.
Division support: Facilities maintenance, inventory/supply ordering, provide administrative coverage, coordinate travel and speaking engagements for faculty and visitors, conference setup: onsite, virtual, and hybrid, assist with faculty recruitment and special events, organize visits.
Other duties as assigned.
Hours: M-F 8-4:30 or 8:30-5:00
Required Qualifications*
High school education or equivalent and two to four years of experience.
Associate Level
High school education or equivalent and less than two years of experience.
Desired Qualifications*
Michigan Medicine is one of the largest health care complexes in the world and has been the site of many groundbreaking medical and technological advancements since the opening of the U-M Medical School in 1850. Michigan Medicine is comprised of over 30,000 employees and our vision is to attract, inspire, and develop outstanding people in medicine, sciences, and healthcare to become one of the world's most distinguished academic health systems. In some way, great or small, every person here helps to advance this world-class institution. Work at Michigan Medicine and become a victor for the greater good.
What Benefits can you Look Forward to?
Positions that are eligible for hybrid or mobile/remote work mode are at the discretion of the hiring department. Work agreements are reviewed annually at a minimum and are subject to change at any time, and for any reason, throughout the course of employment. Learn more about the work modes.
Underfill Statement
This position may be underfilled at a lower classification depending on the qualifications of the selected candidate.
Additional Information
The Division of Infectious Diseases is one of thirteen divisions within the Department of Internal Medicine at the University of Michigan Medical School with 35 instructional, clinical and research track faculty, and robust sponsored research funding. Our research in the areas of virology, host microbiome, and HIV continues to grow, and faculty also have scholarly pursuits in areas such as hand hygiene, antimicrobial stewardship, medical decision making, patient safety, and medical student teaching. In support of our clinical mission, our faculty consult on an average combined total of over 30,000 inpatient, observation, and outpatient consults annually. Additionally, many of our faculty hold administrative positions throughout the University Hospital, Medical School, and the VA.
Background Screening
Michigan Medicine conducts background screening and pre-employment drug testing on job candidates upon acceptance of a contingent job offer and may use a third party administrator to conduct background screenings. Background screenings are performed in compliance with the Fair Credit Report Act. Pre-employment drug testing applies to all selected candidates, including new or additional faculty and staff appointments, as well as transfers from other U-M campuses.
Application Deadline
Job openings are posted for a minimum of seven calendar days. The review and selection process may begin as early as the eighth day after posting. This opening may be removed from posting boards and filled any time after the minimum posting period has ended.
U-M EEO Statement
The University of Michigan is an Equal Opportunity Employer. We are committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants, including protected veterans and individuals with disabilities.
A cover letter is required for consideration for this position and should be attached as the first page of your resume. The cover letter should address your specific interest in the position and outline skills and experience that directly relate to this position.
Mission Statement
Michigan Medicine improves the health of patients, populations and communities through excellence in education, patient care, community service, research and technology development, and through leadership activities in Michigan, nationally and internationally. Our mission is guided by our Strategic Principles and has three critical components; patient care, education and research that together enhance our contribution to society.
Job Summary
The Division of Infectious Diseases is currently seeking a full-time Administrative Assistant Associate/Intermediate. The ability to work as part of a team is essential to the success of a person in this position.
Responsibilities*
Provide highly responsible and skilled administrative support to Faculty, including faculty with various leadership roles, for the Division of Infectious Diseases. Using initiative, diplomacy, a service-oriented attitude and follow through in providing general administrative support with excellent attention to detail and the ability to prioritize and meet deadlines in a timely fashion. Must utilize discretion and appropriate judgment regarding sensitive and/or confidential matters.
Administrative support to senior and junior faculty, which includes calendar support, PCard and expense reconciliation, troubleshoot basic technical issues or partner with IT support, provide administrative support in the pre-award process for federal, foundation, and industry grants, including preparation of sponsor forms, drafting project budgets under faculty direction, formatting of text and figures, and ongoing maintenance of curriculum vitae, biosketches and other support documents. Assist with annual progress report preparation for project grants, as needed. presentation preparation assistance, drafting routine correspondence, sorting mail, attending committee meetings, and taking minutes. Coordinating meetings and preparing materials. Maintaining calendars, conference room schedules.
Division support: Facilities maintenance, inventory/supply ordering, provide administrative coverage, coordinate travel and speaking engagements for faculty and visitors, conference setup: onsite, virtual, and hybrid, assist with faculty recruitment and special events, organize visits.
Other duties as assigned.
Hours: M-F 8-4:30 or 8:30-5:00
Required Qualifications*
- High school diploma with a desire to learn and/or progressively responsible administrative assistant experience.
- Must have strong computer skills along with exceptional written and verbal/interpersonal skills.
- Must be proficient using Microsoft Outlook, Word, Excel, PowerPoint; Adobe Acrobat.
- Strong organizational skills and the ability to successfully complete multiple tasks within established and changing deadlines is required.
- Must be able to work independently with minimal supervision.
- Attention to detail is essential.
High school education or equivalent and two to four years of experience.
Associate Level
High school education or equivalent and less than two years of experience.
Desired Qualifications*
- Ability to make complex travel and conference arrangements.
- Reasonable knowledge of University policies and procedures.
- Preferred, but not required, to have knowledge of the following software programs: M-Pathways, Marketsite, as well as experience using Medline, Pub Med and other search engines to find publications; and any bibliographic software.
- Ability to quickly become proficient in the use of new software.
Michigan Medicine is one of the largest health care complexes in the world and has been the site of many groundbreaking medical and technological advancements since the opening of the U-M Medical School in 1850. Michigan Medicine is comprised of over 30,000 employees and our vision is to attract, inspire, and develop outstanding people in medicine, sciences, and healthcare to become one of the world's most distinguished academic health systems. In some way, great or small, every person here helps to advance this world-class institution. Work at Michigan Medicine and become a victor for the greater good.
What Benefits can you Look Forward to?
- Excellent medical, dental and vision coverage effective on your very first day
- 2:1 Match on retirement savings
Positions that are eligible for hybrid or mobile/remote work mode are at the discretion of the hiring department. Work agreements are reviewed annually at a minimum and are subject to change at any time, and for any reason, throughout the course of employment. Learn more about the work modes.
Underfill Statement
This position may be underfilled at a lower classification depending on the qualifications of the selected candidate.
Additional Information
The Division of Infectious Diseases is one of thirteen divisions within the Department of Internal Medicine at the University of Michigan Medical School with 35 instructional, clinical and research track faculty, and robust sponsored research funding. Our research in the areas of virology, host microbiome, and HIV continues to grow, and faculty also have scholarly pursuits in areas such as hand hygiene, antimicrobial stewardship, medical decision making, patient safety, and medical student teaching. In support of our clinical mission, our faculty consult on an average combined total of over 30,000 inpatient, observation, and outpatient consults annually. Additionally, many of our faculty hold administrative positions throughout the University Hospital, Medical School, and the VA.
Background Screening
Michigan Medicine conducts background screening and pre-employment drug testing on job candidates upon acceptance of a contingent job offer and may use a third party administrator to conduct background screenings. Background screenings are performed in compliance with the Fair Credit Report Act. Pre-employment drug testing applies to all selected candidates, including new or additional faculty and staff appointments, as well as transfers from other U-M campuses.
Application Deadline
Job openings are posted for a minimum of seven calendar days. The review and selection process may begin as early as the eighth day after posting. This opening may be removed from posting boards and filled any time after the minimum posting period has ended.
U-M EEO Statement
The University of Michigan is an Equal Opportunity Employer. We are committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants, including protected veterans and individuals with disabilities.