Administrative Assistant Sr. Healthcare (with underfill Intermediate)

Division Of Hematology/Oncology Administrative Support

The Division of Hematology/Oncology is one of thirteen divisions within the Department of Internal Medicine at the University of Michigan Medical School with 50+ instructional, clinical and research faculty. The division is looking for someone to provide a high-level of support to faculty leadership and other faculty within the division, as assigned. Reporting directly to the Business Manager, candidates for this position are expected to exhibit strong organizational skills, demonstrate ability to collaborate effectively within a complex organization, and have a high level of integrity.

Responsibilities*

• Provide complex calendar management in support of faculty exercising discretion and judgment to analyze and appropriately prioritize complicated and challenging schedules; respond to frequent changes in schedules; screen the purpose of meeting requests; set priorities when there is a conflict; obtain information regarding the meeting and provide faculty with background information needed for meetings.
• Manage long-term coverage, vacation coverage and part-time pager coverage for faculty.
• Coordinate meetings, symposiums and other large events including reserving meeting rooms, arranging catering and AV needs, manage travel arrangements and process honoraria, prepare and distribute agendas and other meeting materials.
• Assist faculty with correspondence and calendar management. Maintain CV, Elements CV, SciENcv biosketch, and Other Support.
• Procurement of office, laboratory supplies, equipment and professional society memberships. Establish service contracts, track invoices and payments to vendors. Request payment of honorariums, consultant fees and other payments to individuals or companies.
• Create forms, excel spreadsheets, databases, and presentations including formatting of tables and graphics, as they relate to assigned faculty requests.
• Assist with completing clinic closing process and documentation; assist with completing and submitting faculty vacation via QGenda.
• Occasional interaction involving matters of a highly confidential or sensitive nature may include contact with university officials, government officials, administrators, potential and existing donors as well as patients.
• As part of the administrative team, participate in team meetings, assist team members, provide coverage for other administrative positions, participate in continuous improvement to protocols and processes.
• Additional duties as assigned.

Required Qualifications*

• Senior Level: 4+ years administrative experience
• High school diploma or equivalent
• Proven ability to prioritize, have exceptional organizational skills, meet deadlines and produce detailed and accurate work
• Demonstrated ability to work successfully within a team and independently while able to exercise good judgment
• Excellent computer skills (Microsoft Office and Google)
• Proven ability to assess and handle highly sensitive and confidential matters with discretion and integrity
• Strong interpersonal skills
• Excellent written and oral communication skills
• Flexibility with schedule
• Intermediate Level: 2-4 years administrative experience
• High school diploma or equivalent

Desired Qualifications*

• Associates degree
• Knowledge of University policy and procedures
• Previous experience working in an academic medical institution or similar setting

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.

Work Schedule

40 hours/week, with flexibility to work a hybrid schedule. 2 days minimum on campus will be expected and providing in office coverage for other administrative vacations/sick time, when needed. Flexible work agreements are reviewed annually and are subject to change dependent on the business needs of the Division.

Underfill Statement

This position may be underfilled at a lower classification 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 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.