Administrative Assistant Senior Healthcare/Intermediate (Underfill)

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

We are seeking an Administrative Assistant Senior or Intermediate to join our team in Vascular Surgery. The Section of Vascular Surgery is a group with 9 clinical faculty members, 2 research faculty, 7 residents, 2 fellows, and a large clinical volume. This position will support the Section Chief and two additional faculty.

The successful candidate will exercise initiative, independent judgment, diplomacy, demonstrate a service-oriented attitude and follow-through. We are looking for a team member with excellent attention to detail and a strong knowledge of Michigan Medicine technology, policies and procedures. The ability to prioritize and meet deadlines is essential as is discretion in handling sensitive and/or confidential matters.

Responsibilities*

• Coordinate and maintain complex faculty calendars, schedule meetings and other appointments for multiple participants with challenging availability using MS Outlook, Zoom and Teams.
• Manage and coordinate travel arrangements for three faculty for meetings and conferences while maintaining Michigan Medicine travel guidelines. Submit travel expense reports to Shared Services in a timely manner.
• Manage annual society membership renewals and license renewals.
• Collaborate with GME Program Administrator to organize four endowed lectureships including travel arrangements (air and ground transportation, hotel, etc.) and prepare a detailed itinerary for the outside invited speaker.
• Maintain curriculum vitae in Elements.
• Reconcile Statement of Activity for discretionary accounts monthly.
• Reconcile PCard monthly.
• Transcribe and edit internal and external correspondence, manuscripts, grant applications and reviews using advanced medical terminology; EndNote reference management software used with research-related materials
• Screen, prioritize and route all written and electronic correspondence, and phone calls while responding and/or acting on behalf of the faculty, when appropriate.
• Work closely and communicate efficiently with clinic team and faculty.
• Order supplies, as needed.
• Provide back-up support to other team members and their faculty when requested.
• Additional Section responsibilities may be assigned in addition to faculty support.
  
  
  

Required Qualifications*

• Bachelor's degree or equivalent combination of education and experience
• Minimum of 4 years (senior level) or 2-3 years (intermediate level) experience in administrative work with advancing responsibility
• Excellent attention to detail and follow-through on tasks
• Excellent interpersonal, verbal, and written communication, as well as collaborative skills
• Demonstrated organizational skills, ability to take initiative, set priorities, and manage multiple projects simultaneously
• Demonstrated ability to interact professionally with a diverse group of customers while providing a high level of customer service
• Experience with Microsoft office suites, Zoom
• Ability to follow established procedures, handle a variety of tasks concurrently, set priorities and meet deadlines
• Ability to exercise independent good judgement, confidentiality, and diplomacy
• Ability and desire to work independently, be part of a team, and be a self-starter
• Knowledge of/experience with EndNote
  
  
  

Desired Qualifications*

• Knowledge of university policies and procedures as well as university systems including Emburse, Wolverine Access, MiChart, Elements, and Cornerstone
• Knowledge of/experience with Zoom
• Advanced computer skills.
  
  
  

Why Join Michigan Medicine?

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
  
  
  

Modes of Work

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 to a Admin Asst Inter depending on the qualifications of the selected candidate.

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 anytime after the minimum posting period has ended.

U-M EEO Statement

The University of Michigan is an equal employment opportunity employer.