Administrative Assistant Senior Healthcare

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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.

Summary

The Department of Anesthesiology is seeking a new team member for a new position to join our research group as an Administrative Assistant Senior. The ideal candidate will thrive in a fast-paced environment, have a strong customer service focus, and top-notch organizational skills with a desire to advance their grant procurement, administrative, and HR skills. A strong and responsible work ethic with accountability, and an aptitude to make independent decisions when appropriate, as well as the ability to work as part of a team is essential. Position provides direct support to three faculty and several research teams.

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*

Provide overall faculty and team support:  Provides advanced administrative support to fast paced, high producing research faculty within the Department of Anesthesiology. Managing calendars: coordinate schedules with a high degree of complexity; ensures efficient use of faculty time and deadlines are met; managing all aspects of calendar maintenance. Meeting support: serve as staff for meetings as requested; schedule and create agendas, taking meeting minutes when needed; order food, schedule rooms/Zoom, etc., as required. Plan coordinate and reconcile faculty travel arrangements, including registrations, transportation, lodging, and related external and University forms. Coordinate faculty presentation: very busy presentation schedules coordinating logistics. Maintain and update faculty biosketches, CVs and Other Support; renew societal memberships;  maintain clinical schedules through Qgenda and Outlook for faculty; maintain disclosures; track CME credits for MOCA; assist with junior faculty launch committee meetings; file and maintain faculty documents and records; assist with writing a variety of correspondence including faculty and medical school recommendation letters and tracking due dates; assist with recruitment itineraries and visits of prospective faculty or fellowship candidates.

Support or back-up team support: Provide administrative team support for research teams. Organize and coordinate appreciation lunches and assist with team events. Coordinate, plan and schedule the logistics of visiting professors. Provide support for meetings as well as taking staff meeting minutes. Assist with HR needs including pre-hire, onboarding and offboarding.

Coordinate Procurement and Regulatory Projects for several large research teams: Assist in grant administration activities to ensure compliance with both grant related workplans/ budgets and University payment policies. Support research teams by managing procurement related tasks: Review and approve Purchase Request Forms, process requisitions for Purchase Orders, P-Card reconciliation, expense reimbursements, ordering and receiving supplies, and honorarium/incentive payments. Track and facilitate execution of project related contracts, justifications, data use agreements. Maintain internal processes for tracking payment and support procurement related to project specific aims. Manage payments and assist with waiver training incentive programs

HR support: Support project managers in pre-hiring, on-boarding and off boarding processes for teams. Manage completion, submission, and communication of appropriate request forms. Coordinate specific orientation programs. Monitor equipment assignment and tracking. Maintain up-to-date email groups and team member accesses.

Other duties as assigned.

Required Qualifications*

• Associate degree or equivalent combination of education and experience.
• 4 or more years of progressively responsible administrative experience.
• Experience coordinating procurement and payment processes.
• Must be detail oriented, ability to prioritize work assignments and task in a timely manner.
• Able to utilize tracking and follow up skills to monitor and coordinate large volume of work.
• Proven ability to meet deadlines and produce detailed and accurate work.
• Previous experience working with faculty and maintaining calendar appointments.
• Ability to exercise a high-level of initiative, discretion and judgment regarding sensitive and confidential matters.
• Proficiency with MS office, google and outlook suites. 
• Personal commitment to high quality work and exceptional attention to detail.
• Excellent communication skills, both oral and written.
• Excellent organizational, multi-tasking skills and ability to work independently.
• Exceptional interpersonal skills and team player attitude.
• Proven ability to successfully interact and work collaboratively with others in a diverse team setting.

Desired Qualifications*

• Bachelor’s Degree or equivalent combination of education and experience with at least five years of administrative experience.
• Work experience in a diverse environment, with multiple levels of faculty and staff.
• Knowledge of University Policies and Procedures as it relates to procurement, reimbursement, and regulatory processes.
• Knowledge of University systems: M-Pathways Financials and Physical Resources, Marketsite, PeoplePay, Concur.

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.

U-M COVID-19 Vaccination Policy

COVID-19 vaccinations, including one booster when eligible , are required for all University of Michigan students, faculty and staff across all campuses, including Michigan Medicine.  This includes those working remotely and temporary workers.   More information on this new policy is available on the U-M Health Response website or the UM-Dearborn and UM-Flint websites.