"Admin Asst Senior Healthcare/ Intermediate"

Posted: 15-Jan-26

Location: Ann Arbor, Michigan

Categories: Staff/Administrative

Internal Number: 271227

A cover letter with your resume addressing how your experience and education specifically address the requirements of the position is mandatory to be considered for this position. Please be prepared to provide work samples, if requested.

The Division of Rheumatology is one of thirteen divisions within the Department of Internal Medicine at the University of Michigan Medical School with 50+ instructional, clinical and research faculty. The division is looking for someone to provide a high-level of support to faculty leadership and other faculty within the division, as assigned. Reporting directly to the Operations Manager, candidates for this position are expected to exhibit strong organizational skills, demonstrated ability to collaborate effectively within a complex organization, and have a high level of integrity.

• Provide complex calendar management in support of faculty exercising discretion and judgment to analyze and appropriately prioritize complicated and challenging schedules; respond to frequent changes in schedules; screen the purpose of meeting requests; set priorities when there is a conflict; obtain information regarding the meeting and provide faculty with background information needed for meetings.
• Act as lead and main point of contact for managing all Divisional conference, seminars, and grand rounds, etc.
• Manage long-term coverage, vacation coverage and part-time pager coverage for faculty.
• Coordinate meetings, symposiums and other large events including reserving meeting rooms, arranging catering and AV needs, manage travel arrangements and process honoraria, prepare and distribute agendas and other meeting materials.
• Assist faculty with correspondence and calendar management. Maintain CV, Elements CV, biosketches and Other Support.
• Procurement of office, laboratory supplies, equipment and professional society memberships. Establish service contracts, track invoices and payments to vendors. Request payment of honorariums, consultant fees and other payments to individuals.
• Create forms, excel spreadsheets, databases and PowerPoint presentations including formatting of tables and graphics, as they relate to divisional leadership functions.
• Assist with annual projects, faculty orientation, faculty evaluations, alumni database management.
• Assist with completing clinic closing process and documentation; assist with completing and submitting faculty vacation via QGenda.
• Occasional interaction involving matters of a highly confidential or sensitive nature may include contacts with university officials, government officials, administrators, potential and existing donors as well as patients.
• As part of the administrative team, participate in team meetings, assist team members, provide coverage for other administrative positions, participate in continuous improvement to protocols and processes.
• Additional duties as assigned.

Senior Level:

• 4+ years progressively responsible administrative experience;
• Highschool Education or equivalent;
• Proven ability to prioritize, have exceptional organizational skills, meet deadlines and produce detailed and accurate work;
• Demonstrated ability to work successfully within a team and also independently and exercise good judgment;
• Excellent computer skills (especially in Microsoft, Google and calendaring platforms);
• Proven ability to assess and handle highly sensitive and confidential matters with discretion and integrity;
• Strong interpersonal skills;
• Excellent written and oral communication skills.
• Flexibility with schedule.

Intermediate Level:

• 2-4 years administrative experience;
• Highschool Education or equivalent.

The ideal candidate would be a proactive team member and willing to assist other team members as needed and meet multiple concurrent deadlines independently. Experience in Adobe Photoshop is helpful, experience with University systems and considerable knowledge of University policy and procedures.

40 hours/week, with flexibility to work a hybrid schedule. 3 days minimum on campus will be expected and providing in office coverage for other administrative vacations/sick time, when needed. Flexible work agreements are reviewed annually and are subject to change dependent on the business needs of the Division.

This position may be underfilled at a lower classification depending on the qualifications of the selected candidate.