Administrative Specialist Associate - University of Michigan
Ann Arbor, MI
About the Job
Administrative Specialist Associate
Apply Now
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.
Job Summary
The Division of Pulmonary & Critical Care Medicine within the Department of Internal Medicine is seeking a highly skilled, motivated, and organized administrative professional to oversee multiple specialized functions for the division. Reporting directly to the Business Manager, this position will support the Division Chief and manage various division-wide initiatives.
The successful candidate will play a crucial role requiring strong organizational skills and the ability to collaborate effectively within the organization. Success in this role is defined by the candidate's ability to exhibit outstanding organizational and management skills, including team leadership, attention to detail, and the capacity to assess and prioritize competing tasks. The candidate must demonstrate decisiveness, a strong customer service orientation, and the ability to achieve results on time, ensuring the smooth operation and success of the divisions.
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.
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
Responsibilities*
+ Provide complex calendar management for Division Chief, exercising discretion and judgment to analyze and prioritize intricate and demanding schedules.
+ Serve as the primary communications liaison for the division, collaborating closely with the Division Chief, Division Administrator, and Business Manager to understand and execute the division's priorities in all internal and external communications.
+ Draft and disseminate the Divisions weekly communication to all faculty and staff with minimal supervision.
+ Oversee the Annual Faculty Performance evaluation process.
+ Manage faculty recruitment efforts, including creating itineraries, organizing meetings, coordinating chair talk and presentation at division conference, booking travel, and handling all follow-up communication with candidates.
+ Handle correspondence and communication (verbal, written, and email) with a high degree of confidentiality, discretion, and professionalism, using independent judgment.
+ Provide proactive, high-level support for executive and other key meetings, including scheduling, preparing meeting materials and agendas, attending meetings, taking minutes, tracking action items and decisions, and ensuring timely follow-up.
+ Reconcile PCard transactions.
+ Collaborate with division leadership to plan and execute special events with minimal supervision, including budget management, invitations, reservations, CME certifications, and ensuring the successful execution of events.
+ Coordinate all aspects of travel arrangements and including itineraries for Division Chief, faculty recruits and visiting speakers.
+ Provide support to the Division Chiefs research team.
+ Assist with submitting clinic closing documentation via Qgenda
+ Procurement of supplies using M-Pathways with responsibility for ensuring compliance within university guidelines.
+ Prepare expense reports and reconcile PCard expenses via Chrome River
+ Maintain faculty CV and bio sketches
+ Perform other responsibilities and projects as assigned by the supervisor.
Required Qualifications*
+ Bachelor's Degree or an equivalent combination of education and experience.
+ Proficiency in the use of computers and software including Microsoft Office- Word, Excel, Powerpoint, Outlook, Teams
+ Essential elements required for position -strong integrity, be highly proactive, have a high degree of problem-solving skills, be highly reliable, retain a high sense of ownership and accountability for workload, be flexible and resilient in the face of change, provide excellent customer service, exercise excellent independent judgment, appropriately discern when to ask questions or ask for help, and manage competing priorities and deadlines.
Desired Qualifications*
+ Experience with Chrome River, Elements, SharePoint
+ Knowledge of Zoom
+ Knowledge of University and Department of Internal Medicine policies, procedures, and regulations
Work Schedule
Monday- Friday 40 hours per week, with flexibility to work a hybrid remote schedule 7:30a-6:00p (hours may vary)
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 thework modes (https://hr.umich.edu/working-u-m/my-employment/ways-we-work-resource-center/ways-we-work-implementation-group/modes-work) .
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/AA Statement
The University of Michigan is an equal opportunity/affirmative action employer.
Job Detail
Job Opening ID
254710
Working Title
Administrative Specialist Associate
Job Title
Admin Specialist Assoc Health
Work Location
Ann Arbor Campus
Ann Arbor, MI
Modes of Work
Hybrid
Full/Part Time
Full-Time
Regular/Temporary
Regular
FLSA Status
Nonexempt
Organizational Group
Medical School
Department
MM Int Med-Pulm./Critical Care
Posting Begin/End Date
9/19/2024 - 10/03/2024
Career Interest
Administration
Apply Now
Apply Now
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.
Job Summary
The Division of Pulmonary & Critical Care Medicine within the Department of Internal Medicine is seeking a highly skilled, motivated, and organized administrative professional to oversee multiple specialized functions for the division. Reporting directly to the Business Manager, this position will support the Division Chief and manage various division-wide initiatives.
The successful candidate will play a crucial role requiring strong organizational skills and the ability to collaborate effectively within the organization. Success in this role is defined by the candidate's ability to exhibit outstanding organizational and management skills, including team leadership, attention to detail, and the capacity to assess and prioritize competing tasks. The candidate must demonstrate decisiveness, a strong customer service orientation, and the ability to achieve results on time, ensuring the smooth operation and success of the divisions.
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.
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
Responsibilities*
+ Provide complex calendar management for Division Chief, exercising discretion and judgment to analyze and prioritize intricate and demanding schedules.
+ Serve as the primary communications liaison for the division, collaborating closely with the Division Chief, Division Administrator, and Business Manager to understand and execute the division's priorities in all internal and external communications.
+ Draft and disseminate the Divisions weekly communication to all faculty and staff with minimal supervision.
+ Oversee the Annual Faculty Performance evaluation process.
+ Manage faculty recruitment efforts, including creating itineraries, organizing meetings, coordinating chair talk and presentation at division conference, booking travel, and handling all follow-up communication with candidates.
+ Handle correspondence and communication (verbal, written, and email) with a high degree of confidentiality, discretion, and professionalism, using independent judgment.
+ Provide proactive, high-level support for executive and other key meetings, including scheduling, preparing meeting materials and agendas, attending meetings, taking minutes, tracking action items and decisions, and ensuring timely follow-up.
+ Reconcile PCard transactions.
+ Collaborate with division leadership to plan and execute special events with minimal supervision, including budget management, invitations, reservations, CME certifications, and ensuring the successful execution of events.
+ Coordinate all aspects of travel arrangements and including itineraries for Division Chief, faculty recruits and visiting speakers.
+ Provide support to the Division Chiefs research team.
+ Assist with submitting clinic closing documentation via Qgenda
+ Procurement of supplies using M-Pathways with responsibility for ensuring compliance within university guidelines.
+ Prepare expense reports and reconcile PCard expenses via Chrome River
+ Maintain faculty CV and bio sketches
+ Perform other responsibilities and projects as assigned by the supervisor.
Required Qualifications*
+ Bachelor's Degree or an equivalent combination of education and experience.
+ Proficiency in the use of computers and software including Microsoft Office- Word, Excel, Powerpoint, Outlook, Teams
+ Essential elements required for position -strong integrity, be highly proactive, have a high degree of problem-solving skills, be highly reliable, retain a high sense of ownership and accountability for workload, be flexible and resilient in the face of change, provide excellent customer service, exercise excellent independent judgment, appropriately discern when to ask questions or ask for help, and manage competing priorities and deadlines.
Desired Qualifications*
+ Experience with Chrome River, Elements, SharePoint
+ Knowledge of Zoom
+ Knowledge of University and Department of Internal Medicine policies, procedures, and regulations
Work Schedule
Monday- Friday 40 hours per week, with flexibility to work a hybrid remote schedule 7:30a-6:00p (hours may vary)
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 thework modes (https://hr.umich.edu/working-u-m/my-employment/ways-we-work-resource-center/ways-we-work-implementation-group/modes-work) .
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/AA Statement
The University of Michigan is an equal opportunity/affirmative action employer.
Job Detail
Job Opening ID
254710
Working Title
Administrative Specialist Associate
Job Title
Admin Specialist Assoc Health
Work Location
Ann Arbor Campus
Ann Arbor, MI
Modes of Work
Hybrid
Full/Part Time
Full-Time
Regular/Temporary
Regular
FLSA Status
Nonexempt
Organizational Group
Medical School
Department
MM Int Med-Pulm./Critical Care
Posting Begin/End Date
9/19/2024 - 10/03/2024
Career Interest
Administration
Apply Now
Source : University of Michigan
