"Admin Asst Sr Healthcare/ Intermediate"

Job Summary

We are seeking an Administrative Assistant Senior to join our team in Plastic Surgery. The Section of Plastic Surgery is a vibrant, growing group with 20 clinical faculty members, two research faculty, 28 residents, 4 clinical fellows, and a very large clinical volume. This position will support four faculty members.

The successful candidate will have to exercise initiative, independent judgment, diplomacy, demonstrate a service-oriented attitude and follow-through. We are looking for a team member with excellent attention to detail and a strong knowledge of Michigan Medicine technology, policies and procedures. The ability to prioritize and meet deadlines is essential, as is discretion in handling sensitive and/or confidential matters.

Responsibilities

• Coordinate and maintain complex faculty calendars, schedule meetings and other appointments using Microsoft Outlook and Zoom.
• Manage and coordinate complex domestic and international travel arrangements for four faculty members, ensuring compliance with Michigan Medicine travel guidelines and timely submission of travel reports.
• Update QGenda for call schedules, clinical changes, and faculty time away.
• Assist faculty with renewing society membership dues, licensure, and recertification.
• Complete recredentialing processes for multiple institutions including Michigan Medicine, Veterans Affairs, MyMichigan, Chelsea, and Sparrow.
• Track and submit Continuing Medical Education (CME) credits to professional societies.
• Submit expense reports on behalf of faculty and reconcile faculty member P-Card expenses.
• Maintain curriculum vitae in Elements and assist with faculty promotion processes.
• Screen, prioritize, and route correspondence and phone calls, responding or acting on behalf of faculty, when appropriate.
• Communicate efficiently with clinical team members and faculty.
• Coordinate Gender Fellowship interview logistics and meetings with the comprehensive gender team.
• Plan and execute logistics for named visiting professorships, including travel, lodging, agenda preparation, and expense reporting.
• Assist with special projects and provide backup support to other team members, and their faculty, as needed.
• Other responsibilities, as assigned.

Qualifications

• Bachelors degree or equivalent combination of education and experience.
• Minimum of 4 years (senior level) or 2-3 years (intermediate level) experience in administrative work with progressive responsibility.
• Excellent attention to detail and follow-through on tasks.
• Excellent interpersonal, verbal, and written communication, as well as teamwork skills.
• Demonstrated organizational skills, ability to take initiative, set priorities, and handle a variety of tasks concurrently.
• Demonstrated ability to interact professionally with a diverse group of customers while providing a high level of customer service.
• Experienced with Microsoft office suites, Zoom, and comfortable in learning new software.
• Experience with complex calendaring tasks utilizing Microsoft Outlook.
• Ability to follow established procedures, set priorities, and meet deadlines.
• Ability to exercise independent good judgement, confidentiality, and diplomacy.
• Ability and desire to work independently, be part of a team, and be a self-starter.
• Knowledge of university policies and procedures (desired).
• Experience with university systems including Concur, Wolverine Access, MiChart, QGenda, Elements, and Cornerstone (desired).

Work Schedule

Monday through Friday, 8:00 AM – 5:00 PM. Hybrid work can be observed after training is completed.

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