"Admin Asst Sr Healthcare/ Intermediate"

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.

The Department of Surgery is currently seeking a full-time Senior Admin Assistant to provide high-level administrative support to one of our research faculty and their lab. The research laboratory, which is currently comprised of over 20+ researchers and students, is located in the Biomedical Research Building. This position focuses predominantly on work associated with research, therefore a person considering this position should enjoy all aspects of work related to the University of Michigan's research objectives. We are seeking a candidate who can exercise initiative, be comfortable with independent judgment, possesses strong diplomatic skills, and has a service-oriented attitude.

Responsibilities include but are not limited to:

• Provide advanced administrative support to Principal Investigator and lab members, including faculty, postdoctoral fellows and students.
• Screen, prioritize, triage and respond to phone calls, mail, faxes, email, handling independently as appropriate.
• Complex calendar scheduling and travel management, includes exercising judgment on setting priorities for effective use of time and responding to frequent changes in scheduling.
• Maintain CV within Elements.
• Assist with human resource support- including visa liaison between Medical School Immigration Support and Compliance, onboarding/offboarding, appointment processes, faculty promotion support, etc. Assist temporary and new employees with orientation and familiarization with policies and procedures within the Department.
• Initiate, draft, edit, and proofread correspondence, itineraries, strategic documents, letter of recommendation, and presentations.
• Coordinate seminars, symposiums and other large events including reserving location, sending invites, arranging catering, a/v and teleconferencing needs, assisting invited guests an speakers, managing travel arrangements and reimbursements, processing honoraria, and preparing and distributing agendas and other meeting materials.
• Procurement of subscription and membership renewals/dues, conference registrations and travel arrangements, catering, books and other supplies using university preferred vendors, purchase orders and p-card. Initiate travel and hosting expense reports and reconcile p-card statements within Emburse.
• Work in conjunction with the Surgery Research Office to provide financial support related to grants and gift funds.
• Provide order support for the laboratory including placing M-Marketsite orders, completing Purchasing Request forms, assisting with Single Source documentation as necessary, shipping coordination assistance, overseeing shortcode usage in iLabs and eRAM, etc.
• Coordinate special projects as assigned, such as developing and managing electronic filing and tracking systems using Dropbox, Google Forms, etc.
• As part of the administrative team, participate in team meetings, assist team members, participate in continuous improvement to protocols and processes.
• Act as lead liaison on behalf of the PI between institutional stakeholders across departments.
• Perform other tasks as assigned in support of PI objectives.

Senior level: High School Diploma or equivalent and 4+ years of experience.

Intermediate level: High School Diploma or equivalent and 2-4 years of experience.

• Proficiency in the use of computers and software including Microsoft Office products (Work, Excel, Powerpoint, Outlook), Zoom, Emburse Enterprise
• Excellent oral and written communication skills with ability to listen carefully, seek answers and offer suggestions is essential.
• Ability to manage a large and varied workload with excellent attention to detail, managing deadlines in a timely manner while demonstrating flexibility when priorities and deadlines change.
• Anticipate needs of those you are supporting
• Exceptional interpersonal skills and a team player attitude, with a high level of integrity, demonstrating creativity and leadership in resolving issues and managing confidential information.
• Excellent attendance record and ability to work flexible hours when needed.

Preferred:

• Reasonable knowledge of University policies and procedures.
• Competency in proofreading and editing.
• Experience with large meeting and event coordination.
• Successful work experience with broad responsibilities in a large, complex organization.
• Experience in an academic research setting with knowledge of grant terminology, publication processes, etc.
• Have experience in Faculty Hires/Promotions and in hiring Post Docs.

This is a full-time year-round position with somewhat flexible working hours as operational needs require, with the opportunity to work from home several days a week based on performance. Please note that new employees will be asked to work 100% in person for the first three months in the position.

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