Administrative Specialist Associate Healthcare

Administrative Assistant

The Division of Cardiovascular Medicine administrative team is seeking a highly qualified candidate who will work proactively to support the needs of multiple faculty. The ideal candidate must exercise initiative, judgement and discretion, independent decision making, and workload prioritization. The ability to work as part of a team is essential to the success of a person in this position. This position will act as the lead administrative staff in the EP section. The role will primarily focus on the scheduling of faculty in multiple locations and disseminating this information to key personnel.

Provide comprehensive administrative support to 8 Cardiovascular faculty, including the Section Head for Electrophysiology (EP), UMMG Medical Director, VA Medical Director for EP, EP Fellowship Director, and 5 senior Professors, operating with a high degree of autonomy and discretion.

Responsibilities include independently maintaining and updating curricula vitae, biosketches, Other Support documents, and professional biographies; managing complex and dynamic calendars; and coordinating meetings, interviews, and appointments across in-person and virtual settings.

Lead the planning and execution of faculty-related events, including guest speaker visits, special engagements, and symposia.

Prepare meeting agendas, attend meetings as needed, document and distribute minutes, and track action items to completion.

Independently draft, edit, format, and proofread a range of internal and external correspondence, reports, and presentations.

Support faculty affairs processes by preparing and managing documentation for re-credentialing, promotion packets, and related academic requirements.

Assume full ownership of the quarterly Electrophysiology (EP) schedule, independently developing and managing the master schedule in alignment with faculty clinical obligations, appointments, and FTE allocations.

Maintain and reconcile scheduling data across MiHeart, Outlook, and QGenda systems, ensuring accuracy and consistency.

Proactively communicate finalized schedules and updates to faculty, staff, and ancillary teams, and resolve scheduling conflicts with independent judgement.

Prepare and manage travel itineraries including conference registration, meeting agendas, air and ground transportation, hotel accommodations for domestic and international meetings.

Schedule and book accommodations for hosted dinners and events.

Submit travel expenses & reimbursement reports; as well as reconcile multiple P-Cards via the Shared Services Center and Emburse.

Track faculty leaves (vacation, sick, CME, leaves of absence), updating calendars and paging schedules accordingly.

Additional duties as assigned, including covering for other administrative assistants during their absence from the office, as well as assisting with special projects.

Bachelors Degree or equivalent combination of education and 5+ years of work experience.

Outstanding organizational skills and attention to detail.

Proven ability to prioritize and manage multiple tasks with competing deadlines and work effectively with frequent interruptions.

Works well both independently and in collaboration with faculty and staff as a team member.

Ability to adapt to different working styles and personalities.

Outstanding verbal and written communication skills.

Proficient in Microsoft Word, Excel, Adobe, Google, and Outlook.

Positive, customer service attitude.

Ability to relate to varied audiences.

Knowledge of University policies and procedures.

Understanding of medical terminology in an academic setting.

Proficient in University systems such as MiChart, Chrome River, Elements, Zoom, Teams, and M-Pathways.

Excellent attendance record.

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.

Mon-Fri (hybrid)

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.

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.

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.