Administrative Specialist Associate

Administrative Specialist Associate

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 Division of Hematology/Oncology (Division) is the second-largest of thirteen divisions within the Department of Internal Medicine at the University of Michigan Medical School, with more than 100 instructional, clinical, and research faculty. The Division is looking for a highly skilled administrative specialist to provide high-level support to the Division Chief and other Division faculty, as assigned. Reporting directly to the Business Manager, successful candidates will demonstrate exceptional organization and communication skills, manage competing priorities, and pay consistent attention to detail. They regularly work toward and meet deadlines, and function well in a fast paced environment. The ideal candidate is a proactive and resourceful individual who demonstrates project ownership and exercises independent judgment while navigating the environment of a complex academic medical center with professionalism, discretion, and integrity.

The primary responsibility of this position is to effectively manage the Division Chief's administrative support needs as well as all related activities. Specifically, this position will:

• Manage a complicated calendar for the Division Chief, exercising independent judgment to assess priorities, coordinate and adjust complex scheduling needs, and prepare and manage related communications
• Coordinate and track action items and decisions on behalf of the Division Chief ensuring timely follow-up
• Draft and assist with correspondence, including e-mail management
• Maintain confidential records and documentation
• Manage the annual faculty performance evaluation and promotion process in partnership with the Division Chief
• Responsible for monthly faculty meetings, including AV equipment set-up, scheduling, preparing meeting materials and agendas, taking notes, and disseminating meeting minutes
• Promote, encourage and coordinate community building activities
• Plan and execute special events (e.g., research seminars, educational programs), coordinating logistics such as venue reservations, invitations, CME requirements, and travel arrangements
• Submit clinic closing documentation via Qgenda
• Prepare expense reports and reconcile PCard expenses via Emburse Enterprise
• Regularly update and maintain standardized CVs and biosketches, ensuring accuracy and completeness
• Independently manage and complete administrative and operational projects as assigned by the business manager in support of the Division Chief
• Perform other responsibilities as assigned by the business manager in support of the Division Chief and other faculty as needed

Required Qualifications

• Bachelor's degree in administration, healthcare administration or related field (or equivalent combination of education and experience)
• A minimum of 2 of years of experience is required.
• Exceptional organizational and time management skills
• Ability to manage multiple complex tasks simultaneously, prioritize effectively, and meet deadlines while maintaining high accuracy.
• Ability to work effectively and independently in a fast-paced academic and healthcare environment
• Ability to identify and leverage resources needed to complete assigned tasks.
• Project ownership and accountability
• Excellent judgment
• Proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint and Google Workspace).
• Ability to assess and handle highly sensitive and confidential matters with discretion and integrity
• Strong interpersonal skills and the ability to work effectively with faculty, staff, and institutional partners.
• Excellent written and verbal communication skills
• Experience coordinating projects or administrative processes in a complex organization
• Project management skills
• Flexibility to support meetings or events outside of normal business hours as needed

Preferred Qualifications

• Experience supporting faculty or leadership in an academic medical center, research environment, or healthcare setting.
• Experience planning meetings, conferences, or academic events.
• Prior experience supporting senior leadership or C-suite executives.
• Advanced proficiency in Microsoft Outlook, including calendar management, shared mailboxes, scheduling across time zones, folder/rule organization, and tools like Zoom and Teams.

This is an on-site position (40 hours/week). The individual will serve as the primary administrative point of contact for the Division Chief's office. On occasion, activities will extend beyond typical business hours.