Job Summary
Provide administrative support to select Gastroenterology & Hepatology faculty by coordinating meetings, assisting with division-based projects as assigned and other general administrative activities. The ideal candidate will be highly organized, detail-oriented and have a service-oriented attitude. The candidate will work closely with faculty and other administrative staff to manage faculty calendars, expense reimbursements, and assist faculty with all other administrative needs.
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*
- Providing administrative support for multiple senior- and junior-level faculty.
- Preparing biosketches, CVs, letters, PowerPoint slides and creating complex charts and graphs
- Maintaining accurate electronic and physical files for each faculty; Complex calendaring, assist with faculty recruiting visits and invited scholar visits.
- Expediting and monitoring clinic and endoscopy resource closings and openings utilizing Qgenda and MiChart; auditing monthly
- Arranging meetings and teleconferences (both in-person, virtual and hybrid); set-up audio-visual equipment, arrange complex travel arrangements including international itineraries
- Reconciling P-Card transactions and creating expense reports through Concur
- Creating non-PO vouchers and office orders via M-Pathways Financials and M-Marketsite
- Uploading manuscripts to journals. Assisting with invited visiting scholars and observers.
- Event planning; assist with faculty onboarding process
- Engaging in high-level verbal and written communications; confidentiality. Management of all communication, including emails, in a timely and professional manner. Providing excellent customer service to both internal and external customers.
- As part of the administrative team, collaborating with other GI & Hepatology administrative assistant including answering internal and external phone calls, and rotating weekly responsibilities including sorting and distributing division mail and faxes, physician lab coats, etc.; participating in team meetings; assisting team members and providing coverage during team member absences and vacations; participating in divisional special projects and assignments; Continuous improvement to administrative protocols and strict adherence to all UM policies and procedures. Create and maintain shared files for communication to Departmental stakeholders. Host outings and CME events at offsite locations; cross departmental coordination.
- Additional duties as assigned.
Required Qualifications*
- A minimum of 2 years of experience in an administrative support capacity.
- Bachelor's degree or equivalent combination of education and experience is necessary.
- Exceptional interpersonal skills and team player attitude.
- Proficient in MiChart, Outlook, Microsoft Word, Excel, PowerPoint, Google sheets/docs, Concur, Zoom, M-Marketsite, DropBox.
- Exceptional attention to detail.
- Excellent organizational, multi-tasking skills and ability to work independently with moderate supervision and regularly exercise judgment in setting priorities.
- Ability to manage a fast paced professional work environment.
- Experience with off-site meeting coordination.
Desired Qualifications*
- A minimum of 4 years of experience in an administrative support capacity.
- Bachelor's degree or equivalent combination of education and experience is necessary.
- Exceptional interpersonal skills and team player attitude.
- High Proficiency in MiChart, Outlook, Microsoft Word, Excel, PowerPoint, Google sheets/docs, Concur, Zoom, M-Marketsite, DropBox.
- Exceptional attention to detail.
- Excellent organizational, multi-tasking skills and ability to work independently with minimal supervision and regularly exercise judgment in setting priorities.
- Ability to manage a fast paced professional work environment.
- Experience with off-site meeting coordination.
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.