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 Cardiac Surgery is seeking an Administrative Specialist to provide an enhanced level of support for one faculty member, as well as several areas of expertise that are essential to the daily operations of the department. These areas include human resources, faculty affairs, and finance. This position has specialized knowledge in several aspects of these functions and acts in an advisory capacity to the rest of the department.

The ideal candidate will be highly organized and have a proven track record of successfully managing a variety of administrative functions. In order to succeed in this role, the candidate must be able to multi-task and operate in a fast-paced environment while effectively prioritizing various daily responsibilities. This position requires a high degree of flexibility with the ability to work well individually and collaboratively within a team environment. Additionally, this position requires the experience, judgment, and competence to make decisions free from immediate direction.  

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.

Responsibilities*

Faculty Support

• Demonstrate initiative, independent judgment, diplomacy, follow-through, and a service-oriented attitude in providing general administrative support

• Provide calendar management, including organizing schedules, setting priorities, and obtaining meeting information when required

• Execute travel arrangements (air/hotel/transportation), including the preparation of itineraries, agenda packets, and other travel information

• Coordinate meetings and conferences, including reserving conference rooms, arranging zoom meetings, managing AV, assisting with conference materials, and attending meetings as needed to provide support and/or take minutes

• Manage license and membership dues/renewals, conference registrations, subscriptions, and other professional expense needs using university-preferred vendors and/or U-M purchasing card

• Perform monthly reconciliation of select faculty accounts and P-Card statements

• Initiate and submit travel and/or hosting expense reports

• Assist faculty with correspondence and maintain CV and other professional documentation

• Screen telephone calls, handle mail and route as necessary

• Perform other miscellaneous duties as assigned

Human Resources Support

• Create and manage job postings, including the development of job descriptions and position description forms

• Oversee the onboarding and offboarding of all department staff, including employment verification, orientation, and PAR transactions

• Manage the student employment process, including job postings, onboardings, and payments

• Manage the intake process for visiting scholars, students, and observers

• Assist with credentialing activities for residents, fellows, NPs, and PAs

• Serve as the immigration compliance expert for the department

• Serve as the primary time approver for department staff

Faculty Affairs Support

• Manages all aspects of faculty appointments and promotions, including the development of forms and assembly of packets required by the review committee(s)

• Serve as the primary liaison between faculty, faculty affairs, medical staff services, provider enrollment, and immigration compliance

• Assist with appointment, promotion, credentialing, and onboarding processes

Finance Support

• Serve as the primary approver for travel and hosting expense reports (Concur)

• Serve as the lead procurement specialist for capital equipment requests

• Reconcile select department accounts on a monthly basis

Required Qualifications*

• Bachelor's degree or equivalent combination of education and experience

• 3-5 years of progressively responsible administrative experience

• Excellent interpersonal skills, including a positive, responsive, service-oriented attitude

• Excellent oral and written communication skills, including the ability to effectively interact with individuals at all levels

• Strong organizational and planning skills with the ability to set priorities, handle multiple assignments, and meet deadlines

• Strong sense of integrity with the ability to appropriately handle confidential and sensitive information

• Proficient in typical business software, including as Microsoft Office applications (Outlook, Word, Excel, PowerPoint), Adobe, and Google

• Productive and flexible under pressure and able to meet deadlines

• Ability to work independently and as part of high functioning team

• Ability to think autonomously and escalate issues as needed

Desired Qualifications*

• Knowledge of university policies and procedures

• Knowledge of university systems including MPathways, Concur, Wolverine Access, MiChart, MiCME, Elements (previously M-CV), Cornerstone (previously MLearning)

• Knowledge of QGenda scheduling program

• Knowledge of Zoom video conferencing system

• Experience in an academic health system

Work Locations

As part of Michigan Medicine’s Flexible First Workplace initiative, this position has a potential opportunity for a hybrid arrangement that includes both onsite work and remote work.

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.