"Admin Asst. Senior Healthcare (underfill Intermediate)"

Posted: 15-Jan-26

Location: Ann Arbor, Michigan

Categories: Staff/Administrative

Internal Number: 272927

A cover letter is required for consideration for this position and should be attached as the first page of your resume. The cover letter should address your specific interest in the position and outline skills and experience that directly relate to this position.

Provide high quality administrative support to select Gastroenterology & Hepatology faculty assigned. Administrative duties include but not limited to, the coordination of meetings, typing required documents, CV updates and reconcile PCards, assisting with division-based projects as assigned and planning and executing visiting professor visits as assigned.

• Providing administrative support for multiple senior- and junior-level research faculty.
  • Prepare biosketches, CVs, letters, PowerPoint slides and creating complex charts and graphs, upload manuscripts to journals, drafting emails or letters of recommendation, other documents as assigned
  • Assist faculty with preparation of manuscripts and grants
  • Manage of faculty citations in the NIH system
  • Assist with ordering lab supplies and equipment, keeping inventory, and keeping pulse on lab utilization and space used/needed, process requests for equipment repairs, assist lab staff with conference reconciliation using SSC online forms
  • Manage and approve timesheet for lab staff, assist with new research staff hiring, maintenance of lab email groups
  • Maintain accurate electronic and physical files for each faculty; Complex calendaring
  • Coordinate outside speaker visits and assist with visiting observers, including travel plans, reserving space for group meetings, set up meals/reservations, book appropriate transportation, advertise related lectures, coordinate CMD credit, create itineraries, complete visiting scholar paperwork, be preset to execute day of, process expenses and applicable honorariums upon guest departure
  • Expedite and monitor clinic and endoscopy resource closings and openings utilizing Qgenda and MiChart; auditing schedules monthly
  • Arrange meetings and teleconferences (both in-person, virtual and hybrid); set-up audio-visual equipment, provide day of support for in-person meetings, arrange complex travel arrangements including international itineraries, and trip itineraries
  • Reconcile P-Card transactions and creating expense reports through UM expense system, creating non-PO vouchers and office orders via M-Pathways Financials and M-Marketsite
  • Reconcile reimbursement request for faculty and supporting staff (supplies, travel and transportation, abstract and manuscript submissions, etc.)
  • Troubleshoot basic technical issues or partner with IT support
• Engaging in high-level verbal and written communications; confidentiality. Management of all communication, including emails, in a timely and professional manner with strong attention to detail. Providing excellent customer service to both internal and external customers.
• As part of the administrative team, collaborating with other GI & Hepatology administrative assistants 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.

Admin. Asst. Senior:

• A minimum of 4 years of experience in an administrative support capacity.
• Bachelor's degree or equivalent combination of education and experience is necessary.

Admin. Asst. Intermediate:

• Typically requires a high school education or equivalent and two to four years of experience in an administrative support capacity.

Both:

• 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.
• Reasonable knowledge of University policies and procedures.
• Experience using QGenda & Elements

Monday- Friday 8:00am - 5:00pm. Hybrid position that required onsite and remote work, onsite required 4-6 times per month in office. Onsite locations include, Taubman Center, MSRB buildings, Med Sci buildings.

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