"Admin Asst Sr Healthcare"

The Department of Neurology is seeking an administrative assistant to provide a full range of highly responsible administrative activities to multiple clinical and research-oriented faculty members. The successful candidate will have a strong customer service focus and will represent the department in a highly professional manner. The individual will need to act with confidence, competence, and discretion on a daily basis while interacting with Michigan Medicine leadership, departmental faculty, staff, and administrative professional peers. The ideal candidate will have outstanding attention to detail, a high degree of organization, excellent written communication, 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, strive for short turn-around times, and possess a high-level of professionalism. Experience with NIH and other sponsor grant applications, biographical sketches, NIH other support documents, resource pages is preferred. This position is located in the Frankel Cardiovascular Center (CVC), requiring to be onsite 3 days a week with the potential to work remotely several days per week.

Faculty Support:

• Provide administrative support for the academic responsibilities of Neurology faculty
• Effectively manage the daily electronic calendar of faculty who need this support; anticipate and resolve conflicts and deadlines
• Answer, screen, handle, and/or route all program business telephone, fax, and email communications. Track messages and assist with responses.
• Regularly update faculty curriculum vitae in Elements
• Update paging schedule
• Order and distribute faculty business cards, lab coats, faculty supplies, office supplies, kitchenette supplies, etc.
• Assist with Student Administration via Wolverine Access: course maintenance, records and enrollment/term processing/class permissions and course evaluations.
• Timely submit and track faculty absences via Qgenda working with clinical managers and clinical coordinators

Grants:

• Assist with administration and external liaisons for grants and progress reports
• Prepare grant Proposal Approval Forms (PAFs) in coordination with the Research Office and with faculty guidance; track grant due dates and send regular reminders
• Assist with preparation and submission of NIH and other sponsor grant applications, progress reports, biographical sketches, grant other support documents, and resource pages

Preparation for meetings and lectures:

• Timely schedule meetings involving intra and extradepartmental faculty and staff (including creating schedule availability polls (e.g., doodle))
• Reserve, set-up, and clean up conference rooms; manage catering orders as needed
• Coordinate regularly scheduled and ad hoc faculty and divisional meetings
• Coordinate educational lectures and help prepare CME paperwork
• Set up and attend weekly division business meeting

Document preparation and management:

• Format/edit a variety of correspondence and perform document management for manuscripts, abstracts, protocols, grant reviews, minutes, etc
• File and maintain faculty documents and records
• Develop/draft meeting agendas and associated documents, attend selected meetings, create meeting minutes and distribute materials as necessary

Procuring and reconciling:

• Process reimbursement through Emburse
• P-card management and SOA reconciliation
• Procurement (purchasing) via Tier I function
• Process invoices for payment

Other:

• Assist with website updates as needed
• Provide support for all other academic/research administrative projects
• Provide cross coverage for administrative assistants within the department as needed
• Organize and distribute incoming/outgoing mail and packages. Open/prioritize faculty mail and assist with follow-up
• Complete business travel arrangements, including registrations, transportation, lodging, etc., and related external and University forms. Process travel reimbursements.
• Additional duties and responsibilities as assigned
• Provide guidance to members of faculty labs on procurement and reimbursement
• Organize faculty and visitor travel, as well as meeting and conference hosting
• Complete and process license renewals, membership dues and subscription renewals
• Manage and track equipment using Neurology tech tools form/Excel spreadsheet

Minimum Qualifications*:

• 4+ years of experience.
• Maintain strict confidentiality on matters of a sensitive nature
• Excellent organizational skills with the ability to organize and coordinate a diverse workload and complete multiple tasks within established and changing deadlines is required
• Must be able to successfully analyze, manage, and appropriately prioritize scheduling for extremely busy high-level executive leadership calendars
• Demonstrated ability to work independently, showing sound judgment based upon experience, as well as the capability to work as part of a diverse team in a professional and collaborative manner
• Excellent written and verbal communication skills with a high degree of interpersonal skills, including the ability to accurately transcribe minutes, recommendation letters, dictations, etc. including the aptitude to initiate and/or draft correspondence, NIH biosketches, and update and format curriculum vitae
• Strong ability to analyze, compare, and evaluate various courses of action, and make independent decisions on matters of significance free from immediate direction
• Must be able to exercise initiative, diplomacy, discretion, a strong work ethic, and confidentiality with a positive, service-oriented attitude
• Attention to detail and follow-through and meeting deadlines with time management and multitasking skills in required
• Demonstrated experience with leading a project or seeing a project through completion is preferred

Desired Qualifications*:

• Associate's degree or equivalent experience
• At least 5 years of progressively responsible administrative experience desired
• Knowledge of Michigan Medicine policies and procedures
• Experience with P-Card reconciliation and procurement processes
• Experience with a broad range of UM applications such as Emburse, Marketsite, Elements and Qgenda
• Proficiency in MS Word, Outlook, PowerPoint, and Excel