Admin Asst Inter Healthcare

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Summary

Michigan Medicine Administration has a dynamic and rewarding opportunity for an administrative assistant. This position is located within Michigan Medicine Administration, which is the executive office of Michigan Medicine, serving the leadership team directly engaged with the Executive Vice President of Medical Affairs (EVPMA) and Dean of the Medical School. The right candidate will have excellent interpersonal skills and provide a first impression for those who interact with our office, and work with a highly skilled professional team.

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.

Responsibilities*

Office Operations

• Greet guests and act as first point of contact for visitors to the Michigan Medicine executive offices
• Answer the main telephone lines for the EVPMA/Dean's office
• Handle, refer, document and follow-up on patient calls regarding concerns
• Manage the mail functions for the office suite which includes shipping to offsite locations as needed
• Order office supplies, stationary and other items for the office suite
• Prints and distribute EVPMA letters and notes
• Facilitates and manages EVPMA signature requests:
  • Preps, logs and tracks documents for EVPMA review and approval
  • Fellowship and residency certificates
• Submitting, tracking and supporting facility ticket issues

Meeting Support

• Provide office meeting support which could include reserving rooms, organizing catering/hosting, and sending meeting reminders
• Provide back up support assisting with Michigan Medicine town halls
• Provide administrative support in the preparation of EVPMA meeting materials such as background preparation and other materials that support the EVPMA?s participation and leadership.
• Provide administrative support to the Office of the EVPMA in coordination with the EVPMA/Dean team. This includes meeting coordination and assistance for:
  • Faculty meetings
  • Department chair weekly meetings
  • Clinical consults
  • Senior leadership rounds

Special Projects

• Assist the EVPMA/Dean team with special projects which could include supporting external visitors, executive searches, meeting materials preparation, talking points, events, employee recognition tickets, etc.
• May take lead or participate in organizing special events such as receptions, retirements, other celebratory events

Other Duties as Assigned

• As needed, would utilize the assistance work-study students in completion or delegation of tasks
• Provides back-up as needed to other members of the team

Required Qualifications*

• Bachelor?s degree or an equivalent combination of education and experience. At least 2 years of progressively responsible secretarial/ administrative experience and demonstrated ability to work effectively interact with all levels of personnel with a professional and friendly manner at all times
• Must have excellent organizational skills, accuracy and attention to detail.
• Needs to be able to work independently and yet collaboratively as part of a high-functioning team under tight deadlines
• Demonstrated ability to set priorities and balance multiple projects with high-level accuracy in a deadline driven, fast-paced environment while providing high quality customer service
• Excellent communication skills (oral and written) with the ability to communicate comfortably with a diverse range of constituents always mindful of representing the Michigan Medicine executive leadership offices
• Adept at handling rapidly changing priorities and work assignments and can effectively engage the EVPMA/Dean team in reconciling competing tasks
• Considerable knowledge of and ability to use Microsoft Office applications, particularly Word, Excel and PowerPoint
• Exceptional interpersonal skills and team player attitude are essential elements for success
• The skill to handle confidential materials and situations with sensitivity and discretion is required
• Comfortable using, assisting with and troubleshooting technology (i.e. conference rooms, hybrid meetings, copier machines, etc.)

Desired Qualifications*

• Considerable knowledge of University policies and procedures
• Knowledge of University business and operations
• A notary public or an individual who is willing to obtain the credential

Work Locations

This role is onsite

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 Opening ID

244839

Working Title

Admin Asst Inter Healthcare

Job Title

Admin Asst Inter Healthcare

Work Location

Michigan Medicine - Ann Arbor

Ann Arbor, MI

Full/Part Time

Full-Time

Regular/Temporary

Regular

FLSA Status

Nonexempt

Organizational Group

Exec Vp Med Affairs

Department

MM Office of EVPMA

Posting Begin/End Date

2/05/2024 - 2/22/2024

Career Interest

Administration