"Administrative Assistant Senior Healthcare"

Details

Posted: 29-Aug-25

Location: Ann Arbor, Michigan

Categories: Staff/Administrative

Internal Number: 267961

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.

This role is for an Administrative Assistant Senior to join the administrative team in the Pediatric Anesthesiology Department that is responsible for faculty support, division projects and needs. This role is essential to the management of the day-to-day operations of the division.

• Provide administrative support to multiple faculty, maintain calendars, meetings, correspondence, ordering supplies, onboarding, travel arrangement assistance and Chrome river expense reimbursement reports for faculty.
• Maintain CV, copy of licenses, and other certification documents for faculty.
• Send daily QGenda schedule to trainees, create the educational preview for weekly distribution, create block pictorials and distribute, assign lockers and send new block information to resident prior to start of block.
• Order resident, fellow, faculty tutorial food.
• Assist office and/or faculty with special projects including: MOCA Diplomate Enrollment, student models for OSCE/POCUS, Sim Saturday, Fellow Research Day.
• Set up CME QR Codes as needed, distribute disclosure form, close out with MiCME.
• Maintain and reconcile your own departmental purchasing card for ordering purposes. Submit PO's for needed purchases.
• Add tutorials and didactic lectures to Anes Calendar and Med Hub
• Coordinate meetings and other events including reserving conf. room locations, sending invites, arranging catering, a/v and teleconferencing needs and assisting with invited guests and speakers.
• Lead team on ordering faculty lead, and faculty yearly lead check.
• Assist with answering the main phone line, prepare/provide support for faxes and mailings throughout the day, distribute and receive mailings, filing, copying and data entry, update internal lists.
• Use Qualtrics for surveys, Update SPA Membership list yearly, send to finance for PO.
• Mange front desk including directing staff, faculty, sales representatives and outside visitors to designated areas. Lead team on UCC Phone system and Dosimeter badges. Back up for other office staff.
• Inventory, order, receive and distribute supplies for Mott lounge and office.

Minimum Qualifications

• High school diploma or equivalent.
• 4 years or greater progressively responsible administrative experience.
• Outstanding organizational skills with attention to detail and accuracy.
• Excellent verbal, written, interpersonal communication skills with a strong customer service focus and an ability communicate effectively (both orally and in writing) with internal and external stakeholders at all levels in the organization.
• Candidate must be self-motivated and demonstrate excellent judgment in problem solving when developing daily work priorities.
• Demonstrate ability to manage time, multi-task and use judgment within scope of responsibilities.
• Must be detail oriented and organized with demonstrated ability to set priorities and balance multiple projects with high-level of accuracy in a deadline driven, fast-paced environment while providing high quality customer service.
• Demonstrated success with managing complex and long-term projects.
• Must be able to exercise considerable discretion and independent judgement.
• Must be able to work independently and as part of a team.
• Advanced skills in Microsoft Outlook, Word, Excel and PowerPoint

Desired Qualifications

• Associate or bachelor's degree or equivalent combination of education.
• At least one year of experience supporting faculty or administrative management teams.
• Knowledge of University policies and procedures
• Experience in University systems inc., MPathways, Chrome River, etc.
• Familiarity with policies and practices of working in a healthcare environment.

Michigan Medicine conducts background screening and pre-employment drug testing on job candidates upon acceptance of a contingent job offer and may use a third party administrator to conduct background screenings. Background screenings are performed in compliance with the Fair Credit Report Act. Pre-employment drug testing applies to all selected candidates, including new or additional faculty and staff appointments, as well as transfers from other U-M campuses.

Michigan Medicine improves the health of patients, populations and communities through excellence in education, patient care, community service, research and technology development, and through leadership activities in Michigan, nationally and internationally. Our mission is guided by our Strategic Principles and has three critical components; patient care, education and research that together enhance our contribution to society.

Job openings are posted for a minimum of seven calendar days. The review and selection process may begin as early as the eighth day after posting. This opening may be removed from posting boards and filled anytime after the minimum posting period has ended.

The University of Michigan is an equal employment opportunity employer.