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Administrative Specialist Senior Healthcare

University of Michigan

Job Description

How to Apply

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.

Summary

The Department of Pharmacology is looking to fill an Administrative Specialist Senior position with a highly skilled individual who will perform their responsibilities with a high degree of autonomy.

Mission Statement

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.

Why Join Michigan Medicine?

Michigan Medicine is one of the largest health care complexes in the world and has been the site of many groundbreaking medical and technological advancements since the opening of the U-M Medical School in 1850. Michigan Medicine is comprised of over 30,000 employees and our vision is to attract, inspire, and develop outstanding people in medicine, sciences, and healthcare to become one of the world’s most distinguished academic health systems.  In some way, great or small, every person here helps to advance this world-class institution. Work at Michigan Medicine and become a victor for the greater good.

What Benefits can you Look Forward to?

  • Excellent medical, dental and vision coverage effective on your very first day
  • 2:1 Match on retirement savings

Responsibilities*

Executive Level Support

  • Responsible for a wide variety of activities to enable greater effectiveness of the chair and to contribute to Michigan Medicine’s education and research missions
  • Provide professional staff support on all aspects of department leadership meetings requiring independent judgment and planning including but not limited to coordinating leadership meetings and schedules, coordinating agenda scheduling, preparing materials, and taking and distributing minutes/scribe
  • Prepare written communications and presentations for a variety of audiences
  • Represent the Chair on committees, and project teams and in contact with external agencies and organizations/student/faculty/staff/alumnus
  • Prepare administrative reports, as assigned
  • Manage and coordinate the Chair's complex international/domestic travel
  • Maintain the Chair's calendar, and provide complex calendar maintenance
  • Reconcile Chair's monthly P-card, reimbursements/deposits
  • Manage the annual faculty review process/administer confidential 360 review assessments
  • Functional supervision over support staff, as assigned/when needed. May assist with the review and evaluation of personnel performance.
  • Provide staff support to department leadership/faculty as needed, including coordination of meetings, agendas, and assistance in preparing and reviewing materials for discussion
  • Assist the Administrator and the Chair in drafting the Chair's annual review for the Dean of the Medical School, including but not limited to maintaining a list of publications, awards, patents, etc.
  • Assist all faculty with special requests (reimbursements, scheduling travel, scheduling conference/classroom space etc.)

Seminar Series Program Management

  • Manages and coordinates all itineraries and communications including being the primary contact for lecturers/faculty and coordinating all travel arrangements, accommodations, and honorarium payments for seminar series program
  • Coordinate all logistics for the seminar program
  • Create an itinerary for the speaker to meet with department faculty and/or trainees
  • Create fliers and distribute them to groups across campus
  • Greet and escort the speaker throughout the engagement

Faculty Recruitment

  • Coordinates and schedules all recruiting activities including scheduling travel, arranging itineraries, processing reimbursements and honorariums, and escorting recruits as necessary
  • Create an itinerary for the recruit to meet with department faculty and/or trainees and campus wide partners
  • Coordinate all logistics for recruitment visits
  • Create fliers and distribute them to groups across campus if a talk is given
  • Greet and escort the recruit throughout their visit

Faculty Appointments and Promotions

  • Serve as a liaison between the chair and the Dean’s Office and Faculty Affairs.
  • Partner with the Department Chair on new faculty appointments and promotions
  • Partner with Faculty Affairs in the Dean’s Office and medical school finance on the justification process and faculty workforce planning
  • Complete all necessary forms/documentation in compliance with Michigan Medical standards
  • Troubleshoot issues as they arise
  • Assist with the application review process
  • Create new faculty appointments
  • Develop new faculty offers in conjunction with the Chair
  • Facilitate and manage Dean's communications for new faculty appointments
  • Adhere to Faculty Recruitment Guidelines reminding candidates to send application materials
  • Monitor new faculty appointments within Meridian to review changes that are required and/or additional documents that are needed
  • Facilitate and coordinate on-boarding activities for new faculty
  • Manage promotion packages
  • Facilitate and manage the annual faculty promotion cycle, collaborating with other UM departments, as applicable
  • Manage and track faculty appointments related to tenure reviews, third-year reviews, and promotion timelines
  • Collaborate with other departments related to secondary appointments/promotions (LS&A and Medical Center Departments etc.)
  • Ensure faculty up for promotion are notified of the required documentation and the timeline to submit the material and other communications as necessary for appointment

Facilities and Operations Lead

  • Develop and maintain a strong knowledge of Pharmacology’s laboratory and office spaces to enable independent handling of appropriate matters
  • Identify/resolve issues and escalate appropriately
  • Set up EHS inspector visits, and address any reported issues
  • Work with the Division of Environmental Health Services (EHS) to ensure lab move or decommissioning is in compliance with government regulations for hazardous waste and radioactive disposal
  • Coordinate the movement and/or storage of equipment with the contracted Storage Company
  • Ensure that the EHS certifies the lab as decommissioned and that it is cleaned/maintained by facilities housekeeping team

Operational Improvement Lead

  • Lead innovation and change through the application of lean thinking philosophy, tools, and techniques to increase operational efficiencies
  • Consult with department leadership, faculty, trainees, and staff to identify problems and develop improvements
  • Analyze proposals and make recommendations, as appropriate
  • Research and analyze operational issues to improve workflow
  • Coordinate the planning, development, and implementation of new department policies
  • Lead/develop, implement, and maintain a process to create department-specific standard operating guidelines to streamline processes, and provide clarity around roles and responsibilities to ensure accountability
  • Perform sole management of moderately complex operations and quality improvement projects, responsible for all aspects from inception to final execution of deliverables
  • Manage projects and forms through Qualtrics, Google, or other platforms; use the online system to create, structure, and dispense information pertinent to various projects that arise
  • Collaborate with other departments on best practices to improve processes
  • Collaborate across the basic science departments to evaluate, design, and facilitate the implementation of EBS programs

Other

  • Partner with the Chair and the leadership team to align departmental goals with the Michigan Medicine strategy, and implement a plan to accomplish these goals
  • Prepare annual reports for compliance purposes
  • Ensure that internal controls are functioning properly
  • Respond to inquiries of highly sensitive and confidential material
  • Assist with maintaining the Continuity of the Operations Plan
  • Complete internal control certification and quarterly reports
  • Execute special projects as assigned
  • Assist with events/event planning.
  • Safety and security lead.
  • Implement/roll out UM policies and procedures
  • Develop and maintain call list

Skills You Have

  • Analyze, compare, and evaluate various courses of action, develop action plans, implement as appropriate, and make independent decisions free from immediate direction, within the scope of responsibilities
  • Communicate effectively to a multitude of audiences, using the appropriate medium/s of communication at the appropriate time to elicit feedback, share information and construct messaging that will have the maximum impact on others
  • Operate and perform job responsibilities with a high degree of autonomy in decision making
  • Apply comprehensive knowledge of university principles, practices, and procedures
  • Employ broad thinking, strategic problem-solving, and independent decision-making skills
  • Exercise independent judgment in problem-solving

Required Qualifications*

  • Bachelor's Degree
  • 10+ years of progressively increasing levels of administrative responsibilities
  • Advanced skills in computer software applications such as Word, Excel, and PowerPoint
  • Excellent verbal, writing, punctuation, spelling, grammatical skills, and proof-reading skills to facilitate and expedite communication
  • Outstanding organizational skills and attention to detail
  • Skill set and experience to operate with wide discretion and independent judgment
  • Experience with change management processes
  • Knowledge of LEAN principals
  • Supervisory experience
  • Extensive knowledge of University and Medical School policies and procedures
  • Familiarity with the Dean’s Office in the Medical School

Work Locations

This position may be eligible for remote and/or flexible work opportunities at the discretion of the hiring department.  Flexible work agreements are reviewed annually and are subject to change dependent on the business needs of the hiring department, throughout the course of employment.

Background Screening

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.

Application Deadline

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.

U-M EEO/AA Statement

The University of Michigan is an equal opportunity/affirmative action employer.


U-M COVID-19 Vaccination Policy

COVID-19 vaccinations, including one booster when eligible, are required for all University of Michigan students, faculty and staff across all campuses, including Michigan Medicine.  This includes those working remotely and temporary workers.   More information on this new policy is available on the U-M Health Response website or the UM-Dearborn and UM-Flint websites.

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