Job Summary

The Department of Learning Health Sciences (DLHS) at the University of Michigan Medical School is seeking candidates for the position of Executive Assistant. The person in this position will provide administrative support to the department chair and coordinate department meetings and events. The department is focused on the concept of learning, interpreted broadly to encompass learning by individuals, teams, organizations, and ultra-large scale national and global systems.The department is highly diverse and collaborative in undertaking mulitple projects of research, education, and service. DLHS works in a hybrid format. This position requires at least three on-campus days per week. 

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*

Under general supervision, the Executive Assistant Associate is responsible for advanced, diversified and confidential administrative support.  Role requires broad and comprehensive experience, skill and knowledge of organization policies and practices.

• Maintains the department chair's calendar, including scheduling virtual and in-person meetings, appointments, speaking engagements, and travel arrangements (may include domestic and international) and expense reporting. Exercises discretion in committing time and evaluating needs.
• Maintains storage of and revisions to correspondence, letters, and other communications for department chair.
• Manages entries into Elements for department chair CV.
• Coordinates annual faculty performance review process by organizing year-end meetings and tracking documents for faculty personnel files.
• Coordinates faculty recruitment activities and the hiring process. Duties include scheduling interview visits, preparing interview itineraries, coordinating offer letters, and obtaining approvals.
• Plans and coordinates meetings (faculty meetings, leadership team meetings, executive advisory committee meetings) and events (retreats, luncheons, holiday events) using project management skills including reserving equipment and rooms, issuing calendar invitations, and placing catering orders.
• Collaborates with faculty to coordinate biweekly departmental seminars (LHS Conversations). Sends invites and provides onsite assistance.
• Provides cross-trained support to assist department business functions when needed. Duties include processing expense reports, processing of requisitions for POs, and processing of payment vouchers.
• Maintains email groups, conference room and internal events calendars. 
• Attends faculty meetings and takes notes; prepares the initial draft of minutes and summaries.
• Maintains inventory of office supplies and place orders as necessary.
• Sorts and delivers mail.
• Other duties as assigned. 

Required Qualifications*

• High school education or equivalent and more than five years of experience in a similar function.
• Exceptional interpersonal skills and the ability to work independently with minimal supervision.
• Exceptional organizational, written, and verbal communication skills.
• Ability to work and build professional relationships with faculty and staff at all levels.
• Attention to manage complex and sometimes conflicting demands.
• Ability to work on campus at least three days per week.

Desired Qualifications*

• Bachelor's degree or an equivalent combination of education and work experience.
• Some experience with university systems.
• Knowledge of UMMS and U-M policies and procedures.

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.

Additional Information

The statements included in this description are intended to reflect the general nature and level of work for this role and should not be interpreted as all-inclusive. 

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.