Admin Assistant Senior Health

The University of Michigan Medical School (UMMS) fosters the education and research missions of Michigan Medicine, one of the top-ranked academic medical centers in the country. The school has a 175-year history of creating innovative programs designed to train the next generation of leaders in medicine, science, and other emerging health professions. Throughout our 20 clinical and 9 basic science departments, we are committed to a single mission: To transform health through bold and innovative education, discovery, and service.

The U-M Medical School Office of Communication is seeking an energetic, self-motivated Administrative Coordinator to perform a wide range of administrative and project coordination activities to support the U-M Medical School Office of Communications as part of the Department of Communication administrative team.

This position reports directly to the Medical School Communication Director with a dotted line to the Medical School Communications Community of Practice Lead.

Successful candidates will be highly organized, detail-oriented and willing to work on a variety of projects. The ideal candidate will thrive in a fast-paced environment, have outstanding interpersonal skills, judgment and discretion and solid experience in making independent decisions regarding planning, organizing and prioritizing work. It will be essential for the candidate to work well within a team, have a strong and responsible work ethic, and possess a high level of professionalism. 

40% Administrative Support

• Proactively manages complex schedules and maintains calendars for the UMMS Office of Communications and Community of Practice.
• Maintains updated org charts, directories, contact lists, and e-mail groups for UMMS Office of Communications and Community of Practice.
• Support for presentations, surveys, and reporting.
• Coordinate travel arrangements/itineraries
• Create and implement surveys, compile and analyze basic information for inclusion in reports or presentation materials, and prepare charts, graphs, or tables as necessary.

30% HR, Budget and Payroll support

• Understands finance and procurement policies and regulations in order to reconcile P-cards, process travel reimbursements, and expense reports.
• Create and implement office-wide processes for financial transactions, including, but not limited to, P-card reconciliation and management of purchasing and invoices.
• Onboarding coordination for UMMS Office of Communication staff and new embedded communicators into the community of practice.
• Maintain personnel files, process paperwork and maintain records for hiring, including permanent/temp, and student staff.
• Design and implement systems for staff payroll and the management of forms, internal controls, and procedures required by the U-M Medical School.

30% Project Support

• Planning and coordination for webinars, retreats, town halls and other virtual events for UMMS Office of Communication and Community of Practice.
• Virtual and in-person meeting coordination, including conducting polls for availability, reserving meeting rooms, arranging for catering and equipment needs, preparing and distributing agenda and meeting materials, taking minutes/notes, and coordinating action items.
• Special project coordination as needed.

• A bachelor's degree or an equivalent combination of education and experience.
• A minimum of 2 or more years of progressively responsible administrative and project management experience.
• Excellent oral and written communication skills, including strong proofing/editing skills; proven experience producing correspondence and documents.
• Demonstrated attention to detail, strong interpersonal skills, and organizational skills.
• Advanced to Expert knowledge of Microsoft Office (including MS Word, Excel, Access, Teams, and PowerPoint) and other databases. Calendar-keeping software such as Outlook is preferred. Experience with Trello, Qualtrics, Canvas, and Dropbox is desired.
• A high level of computer proficiency, specifically working with Excel/database programs.

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.