ADMINISTRATIVE ASST

Administrative Assistant

Positions Location: Lansing, MI

Job Description

General Purpose of Job:

Provide high-level administrative support, serving as a trusted partner in managing day-to-day operations, communications, and organizational priorities. Responsible for a broad range of duties including correspondence, scheduling, meeting coordination, records management, and project support often confidential in nature. Demonstrates proficiency with Microsoft Office Suite and current collaboration and communication platforms, with the ability to quickly learn and adapt to new tools and technologies as organizational needs evolve.

Essential Duties:

This job description is intended to cover the minimum essential duties assigned on a regular basis. Associates may be asked to perform additional duties as assigned by their leader. Leadership has the right to alter or modify the duties of the position.

• Prepares, types, proofreads, and edits correspondence, forms, tables, charts, records, and schedules often confidential in nature; proficient in Microsoft Office Suite and current collaboration platforms with the ability to quickly learn new tools and systems
• Safeguards all sensitive and confidential information with strict adherence to privacy standards
• Administers, arranges, and prioritizes the calendar and daily schedule of Directors; proactively anticipates conflicts and communicates changes with appropriate lead time
• Researches issues and drafts correspondence, memos, and written materials to communicate in a clear and tactful manner; tracks responses and follow-up obligations to ensure accountability
• Coordinates production of presentation materials; sets up and troubleshoots audio-visual and conferencing equipment (Zoom, Microsoft Teams, in-room AV) and ensures all technology needs are met at presentation sites without heavy reliance on IT support
• Answers, screens, routes, and responds to calls and visitors including physicians and board members; crafts messaging and mass communications for leadership approval; proof-edits outgoing communications in partnership with Marketing
• Establishes, maintains, and revises organized filing and record-keeping systems; classifies, sorts, and files correspondence, articles, and documents; handles all confidential materials with the highest level of discretion
• Arranges meetings and conferences end-to-end including space, attendees, and agendas; schedules interviews and appointments; coordinates travel logistics and itineraries
• Prepare and distribute minutes to appropriate parties.
• Engages a broad network of external contacts other health systems, business executives, physicians, and regulatory agencies to relay information, arrange meetings, and represent the department professionally
• Opens, sorts, prioritizes, and routes mail and digital communications; prepares responses to routine inquiries
• Support the planning and execution of departmental initiatives by tracking action items, coordinating workstreams across teams, monitoring timelines, and communicating progress updates to leadership

Job Requirements

Work Experience: See education section

Education:

Associate's degree in office administration or other related field and minimum of 1 year of administrative assistant experience OR high school diploma and a minimum of 3 years administrative assistant experience.

Specialized Knowledge and Skills:

Demonstrated ability to interact professionally and effectively with a wide range of stakeholders including executives, physicians, and external partners

Demonstrated ability to exercise discretion and sound judgment in handling confidential information, responding to requests, and prioritizing competing workloads

Excellent oral and written communication skills; ability to craft clear, professional correspondence, mass communications, and executive-level materials

Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and current collaboration and communication platforms (Teams, Zoom, SharePoint); ability to quickly learn new tools as organizational needs evolve

Highly organized with strong time management skills; ability to manage multiple priorities simultaneously and meet deadlines in a fast-paced environment

Strong attention to detail and proofreading skills; takes ownership of the quality and accuracy of all work products

Ability to support light project management activities including tracking action items, coordinating across teams, and communicating progress to leadership

Adaptable and proactive; able to pivot quickly as priorities shift and anticipate needs before they are asked

University of Michigan Health - Sparrow is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected Veteran status.

Job Family: Administrative/Clerical

Requirements:

Shift: Days

Degree Type / Education Level: High School / GED

Status: Full-time

Facility: Sparrow Medical Group

Experience Level: New Grad