Executive Assistant Sr Hlth

Job Summary

Provide proactive comprehensive administrative support to the Chair and, partnering with the CAO's administrative professional, provide back up support to the Department CAO. Manage important departmental reoccurring meetings that involve both parties as well as the Executive Vice Chair.

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.

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

Responsibilities*

Provide complex, rigorous calendaring and agenda management support for the Chair such as but not limited to:

Chair's meetings: Division Chief and Vice Chair meetings

• Departmental All Faculty meetings
• Departmental administrative meetings
• Coordinate onboarding and orientation of all new Division Chiefs and Vice Chairs
• Division Internal Reviews meetings
• Chair's direct reports replacement searches: Division Chief and Vice Chair Searches (coordination for search committees, interviews, and travel)
• Chair's direct reports? annual evaluations: Division Chiefs and Vice Chairs Annual Review (coordination of calendar, collection of data for reviews)

Essential elements needed:

• Exercise judgment on setting priorities for effective and creative use of time
• Respond to frequent changes in schedule
• Execute support for on-site and hybrid meetings
• Secure locations for meetings
• Order meals in compliance with University policy
• Distribute information, prepare copies, accumulation and presentation of data
• Provide technical meeting support
• Provide scheduling support for Chair's Lab

Primary contact for Chair's signature system.

Coordinate travel arrangements including air, hotel, and ground transportation; may need to complete relevant forms and work with conference personnel; the ability to coordinate multiple trips simultaneously is required

Support Chair's research program, including but not limited to CV and NIH bio sketch maintenance.

Process expense reports and other financial transactions; reconcile P-card expenses, gathering required information and ensure that receipts are in order and accounted for appropriately.

Partner closely with colleagues in support of the Department of Internal Medicine leadership team and cross cover as needed.

As always, the above is not a comprehensive list of all potential responsibilities; the ideal candidate will remain open to cross coverage support, novel ideas and additional requests.

Required Qualifications*

• Progressively complex administrative assistant experience
• Proficiency in the use of computers and software including Microsoft Office products (Word, Excel, PowerPoint, Outlook)
• Competency in transcription, proofreading and editing.
• Excellent verbal and written interpersonal skills.
• Skilled in organization and attention to details
• Keen focus and priority on customer service
• Demonstrated ability to handle multiple items simultaneously and produce high-quality work in a timely, accurate and efficient manner.
• Experience in handling items of a confidential nature efficiently and professionally
• Ability to work in a team environment and build trust with colleagues, staff, and faculty.
• Work independently and self-initiated

Desired Qualifications*

• Knowledge of University and Department of Internal Medicine policies, procedures, and regulations

Work Schedule

The Chair and other key departmental leaders work onsite *Taubman Center* on regular basis. Based on the responsibilities of this role, this position will also primarily need to be onsite. The typical work hours for this position are Monday-Friday 8 am - 5 pm.

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

253127

Working Title

Executive Assistant Sr Hlth

Job Title

Executive Assistant Sr Hlth

Work Location

Ann Arbor Campus

Ann Arbor, MI

Modes of Work

Onsite

Full/Part Time

Full-Time

Regular/Temporary

Regular

FLSA Status

Exempt

Organizational Group

Medical School

Department

MM Internal Medicine Departmnt

Posting Begin/End Date

8/15/2024 - 8/29/2024

Career Interest

Administration