Admin Specialist Assoc Health

Job Summary

The Unit for Laboratory Animal Medicine (ULAM) is hiring an Administrative Specialist Associate Healthcare. This position will report to the ULAM Business Operations Manager and join a diverse
workforce and exceptional team of administrative professionals who support the U-M research community (faculty, residents, staff, trainees, and customers) in achieving the highest animal
welfare standards in the pursuit of impactful science to benefit both human and animal health. ULAM is committed to advancing inclusion, diversity, equity, accessibility, and belonging, which are
core to the culture and values of the Medical School Office of Research. Our community supports recruiting and cultivating a diverse workforce as a reflection of our commitment to serve the diverse people of Michigan and the world. We strive to create a work culture where each team member feels respected, valued, and safe. ULAM is a fast-paced and dynamic service-oriented unit, and our employees are passionate about what they do.

This candidate for this position will work a hybrid schedule with onsite work located at the U-M North Campus Research Complex in Ann Arbor.

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*

• Support and manage the administrative needs of ULAM Faculty. Administrative activities include but are not limited to faculty promotions, recruitment, appointments, annual reviews, development, and onboarding/offboarding. Proactively liaison with the Office of Faculty Affairs to ensure activities are done in compliance with stated standards and deadlines. (15%)
• Support and manage the administrative needs of the ULAM Veterinary Resident Program. Administrative activities include but are not limited to resident recruitment, development, evaluation, recording time off requests, onboarding/offboarding, data collection/compilation, and communication. Coordinate and document resident activities such as the seminar series, rounds, and presentations utilizing a shared outlook calendar. (15%)
• Prepare, organize, and host large scale and complex events such as faculty or resident interviews, visiting scholars, and research customer focused events. Administrative duties include but are not limited to budget management, documentation/reporting, itinerary creation, calendar invitations and RSVPs, room scheduling, greeting and wayfinding, presentation technical support, catering, communication, and issue triage. (10%)
• Provide individual administrative support for ULAM leadership, faculty, and residents. These activities include but are not limited to meeting logistics (agenda, minutes, task tracking/reporting, room reservation, and setup), complex calendaring with multiple individuals internal and external to University or ULAM, updating Curriculum Vitae (CV) using Michigan Medicine standards and platform, professional membership procurement and renewal, and facility work requests. (20%)
• Confidential documentation development and maintenance. Draft, edit, and format communications, documents, and reports using Microsoft Office 365. Utilize Dropbox, or other storage programs, for file storage and sharing. Proactively maintain key faculty and leadership documentation such as on-call schedule, clinical care responsibilities, and faculty and resident handbooks. (20%)
• Coordinate domestic and international travel arrangements including air and car travel reservations, hotel accommodations, detailed travel itineraries, and appropriate preparation materials. Prepare and submit travel expense and hosting reports. Utilize shared outlook travel calendar and comply to University and ULAM travel procedures. Reconcile University of Michigan P-Card expenses and follow-up on discrepancies, as needed. (10%)
• Provide general administrative support and share in support of administrative colleagues in activities such as answering inquiries from the ULAM central email and phone, mail distribution, supply ordering, and documenting team procedures. Complete special projects as business needs dictate. (10%)

Required Qualifications*

• Minimum of five years of experience in an administrative role. Recent and cumulative years of experience preferred.
• Bachelor's degree or equivalent combination of education and experience.
• Demonstrated ability providing administrative support to faculty, managers, staff, students, and external partners from diverse backgrounds and with professional courtesy. Preferred
  experience providing support to senior leadership in an academic setting.
• Self-starter with the ability to receive direction from multiple individuals and effectively prioritize tasks to meet deadlines. Able to communicate delays and obstacles and seek resolution and support to meet goals.
• Self-starter with the ability to receive direction from multiple individuals and effectively manage concurrent work.
• Experience in management and organization of cyclical work. Proactively communicate progress and upcoming tasks due with stakeholders. Anticipate needs and delays and seek
  resolution or support as needed.
• Demonstrated proficiency in administration related software programs including but not limited to Microsoft 365 Outlook, Word, Excel and PowerPoint, Adobe Acrobat, and Dropbox
  or similar cloud storage programs.
• High level of organization, attention to detail. Practiced ability to audit work for accuracy and completion before delivering to faculty, staff, or customer.
• Ability to work collaboratively with manager, in a team of administrative professionals, or independently to meet goals.
• Flexibility, positive attitude, and exceptional work ethic.
• Adaptable and calm in the event of changing priorities or frequent interruptions.
• Experience providing clear, concise, and professional communication.
• Ability to handle confidential data with discretion.
• Dependable attendance record.

Desired Qualifications*

• Knowledge of University policies, procedures, and regulations preferred. Familiarity using U-M systems including Wolverine Access, MCommunity, SharePoint, and eResearch Animal
  Management (eRAM) as examples.
• Experience with organizing travel arrangements and reimbursement. Experience with University travel and reimbursement programs Collegiate Travel Planners (CTP), Lightning, and Chrome River.
• Knowledge of University of Michigan policies and procedures for the faculty hiring and promotion process. Experience with management of Curriculum Vitae (CV) for academic faculty using Elements.
• Demonstrated ability to foster relationships and build networks with internal and external customers.

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 .

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 Detail

Job Opening ID

253472

Working Title

Admin Specialist Assoc Health

Job Title

Admin Specialist Assoc Health

Work Location

Ann Arbor Campus

Ann Arbor, MI

Modes of Work

Hybrid

Full/Part Time

Full-Time

Regular/Temporary

Regular

FLSA Status

Nonexempt

Organizational Group

Medical School

Department

MM Lab Animal Medicine Unit

Posting Begin/End Date

8/21/2024 - 9/04/2024

Career Interest

Administration