Admin Asst Senior Healthcare/ Intermediate

University Of Michigan (The Regents @ Ann Arbor)•Ann Arbor, MI

46d•Hybrid

About The Position

The Division of Rheumatology 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 Operations Manager, candidates for this position are expected to exhibit strong organizational skills, demonstrated ability to collaborate effectively within a complex organization, and have a high level of integrity. 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. 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.

Requirements

4+ years progressively responsible administrative experience
Highschool Education 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 also independently and exercise good judgment
Excellent computer skills (especially in Microsoft, Google and calendaring platforms)
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
2-4 years administrative experience
Highschool Education or equivalent

Nice To Haves

The ideal candidate would be a proactive team member and willing to assist other team members as needed and meet multiple concurrent deadlines independently.
Experience in Adobe Photoshop is helpful, experience with University systems and considerable knowledge of University policy and procedures.

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.
Act as lead and main point of contact for managing all Divisional conference, seminars, and grand rounds, etc.
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, biosketches 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.
Create forms, excel spreadsheets, databases and PowerPoint presentations including formatting of tables and graphics, as they relate to divisional leadership functions.
Assist with annual projects, faculty orientation, faculty evaluations, alumni database management.
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 contacts 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.