"Admin Asst Sr Healthcare"

The Division of General Medicine in the Department of Internal Medicine is seeking a highly competent, motivated and organized administrative professional to become part of our administrative team. The successful candidate will be able to function independently and act proactively to represent the division's missions within the division, department, medical school and externally.

This position will report directly to the Business Manager and will support UM research faculty. Candidates for this position are expected to exhibit strong organizational skills and demonstrated ability to collaborate effectively within a complex organization. The successful candidate must exhibit outstanding organizational and management skills that include team leadership, attention to detail, ability to assess competing priorities, decisiveness, a customer service orientation and the ability to achieve results on time.

The Division of General Medicine is the largest division in the Department of Internal Medicine, University of Michigan Medical School, with over 160 faculty and over 170,000 primary care patient visits annually. The Division is committed to transforming primary care delivery to provide high value, accessible and patient-centered care; eliminating healthcare disparities; enhancing the engagement and clinical experience of our faculty; supporting innovative research; enhancing medical student and resident education in primary care; and developing the next generation of general medicine clinicians, and boasts a culture of inclusiveness, openness, flexibility, and teamwork.

The ideal candidate will organize, prioritize, and complete tasks in a timely manner and handle confidential data with discretion. The position requires strong verbal and written communication skills, interpersonal skills, and strong organizational skills including attention to detail. The ability to work independently as well as part of a team and regularly exercise judgement in the application of policies, procedures, and methods is imperative. This position calls for open collaboration with a wide range of professionals. Must possess the ability to prioritize tasks and meet deadlines. Positive attitude and customer service orientation is a must.

• Provide comprehensive calendar management for faculty, exercising discretion and sound judgement to analyze and prioritize complex and frequently changing schedules. Screen meeting requests, resolve scheduling conflicts, and set appropriate priorities. Gather and assess meeting details, ensuring faculty receive all necessary background information in preparation for meetings, both in-person and virtual, ensuring room reservations, audiovisual/Zoom support. Assist faculty in time away reporting.
• Assist with annual faculty evaluation process for all clinical/research faculty.
• Coordinate domestic and international travel for faculty and visiting speakers, including arranging transportation, accommodations, and preparing travel itineraries. Ensure compliance with university travel policies and preferences and provide timely support with travel documentation and expense reimbursements as needed.
• Draft, edit, format, and word process a variety of documents, including agendas, meeting minutes, manuscripts, abstracts, checking references and assigning PMCID's, presentations, slides, posters, complex tables, policies, processes and guidelines, as well as maintain CVs in Elements and Biosketches. Assist in the preparation of grant applications for submission to extramural funding agencies.
• Prepare, reconcile and process expense reports and other reimbursements using Emburse expense management system with responsibility for ensuring compliance with University guidelines. Other duties will include, but not be limited to, procurement of goods/services and renewal of memberships/subscriptions using M-Pathways, reconciling P-card statements, request honorariums and consultant fees, human subject incentive payments, and other duties as assigned.
• Provide backup support to other administrative staff as needed.
• Additional duties and responsibilities as assigned.
• Division support: This position is part of a team-based model supporting all of General Medicine. Oversee basic maintenance, service of and contracts for office equipment, order necessary office supplies and equipment.

Education and Experience:

• Associates degree or equivalent combination of education and experience.
• A minimum of four years of progressively more responsible administrative assistant experience is required. Our ideal candidate will have experience working in a team oriented, fast-paced work environment with a proven track record of meeting deadlines, anticipating the needs of the team, and delivering outcomes.
• Proven experience and proficiency working in programs such as: Windows, Microsoft Office (Word, Excel, PowerPoint, Zoom, MS Teams) and Adobe Acrobat. Expertise with all technology and able to transition and problem solve quickly within Zoom.
• Exceptional writing and editing skills.

Attributes:

• Proven ability to be highly organized and self-motivated; able to manage multiple projects without loss of quality.
• Demonstrated ability to prioritize, meet deadlines, and produce detailed and accurate work.
• Efficient and enjoys detailed work such as tracking communications, policies and procedures.
• Ability to set priorities, handle multiple assignments and deadlines and display excellent judgment while operating in a flexible and professional manner; strong ability to multitask while remaining focused is essential.
• Strong oral and written communication skills with the ability to write clearly and concisely for various mediums.
• Ability to perform complex tasks, to work independently to organize workload, to be accountable for high quality work, and to meet all established deadlines.
• Demonstrated excellent problem solving; analytical and critical thinking skills.
• Ability to work independently with minimal supervision and maximum collaboration in a team environment.
• A high degree of initiative, resourcefulness, and the ability to anticipate needs.
• Must be able to take direction from several people and have proven ability to prioritize tasks with conflicting deadlines, handle frequent interruptions, and meet deadlines.

• Bachelor's degree preferred and/or more than five years of progressively more responsible administrative/executive assistant experience is required.
• Prior experience within the University of Michigan and familiarity with their systems, policies, and procedures.
• Academic health system or medical center experience.

Appointment: 40 hours/week, with flexibility to work a hybrid remote schedule
Shift/Hours/Days: Days / 7:30 am – 4:30 pm or 8:00 am – 5:00 pm / Monday - Friday

This job might be right for you if you:

• Thrive in working in a fast-paced and evolving environment.
• Maintain a high level of enthusiasm and energy, while portraying a positive image.
• Feel comfortable offering support and expressing ideas to team and leadership.
• Continuously strive to provide high quality service to all you encounter.