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

As a premier, research-intensive academic medical center, the University of Michigan Medical School is world renowned with more than $700 million in external research funding. The Medical School Office of Research proudly supports our internationally recognized investigators pursuing innovative science to improve the health and wellbeing of our patients, the citizens of Michigan, and beyond. The Medical School Office of Research team is constantly striving to enhance the research enterprise, including maintaining an investigator-focused infrastructure, facilitating and diversifying investigators' avenues for funding, and streamlining research processes.  The Medical School Office of Research is seeking an experienced, administrative professional to serve as the Executive Assistant to the Associate Dean for Research and the Senior Director for Research.  

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*

• Proactively manages complex schedules and maintains calendars by planning and scheduling meetings, conferences, teleconferences, and travel, while exercising discretion and judgment balancing competing priorities and demands. Anticipates needs and requirements of Office of Research Deans and Directors.
• Meeting and event coordination, including conducts polls for availability, reserves meeting rooms, arranges for catering and equipment needs, prepares and distributes agenda and meeting materials, takes minutes/notes, and coordinates action items.
• Provides coordination of communications for both the Associate Dean and the Senior Director for Research.  Responds timely to inquiries and triages as necessary.  Drafts, proof-reads, and edits documents and correspondences. Balances workloads for the Associate Dean and Senior Director using good discretion and project-planning skills.
• Coordinates travel arrangements, including international/domestic air and ground travel, hotel reservations, and creates detailed travel itineraries and trip packets.
• Handles materials and conversations of a highly confidential and sensitive nature. Responds with tact, diplomacy, and discretion in interactions with internal and external constituents, including University executive leadership, department chairs, deans, faculty, staff, the community, and donors.
• Oversees and completes projects as requested, including assisting with and creating presentations, reports, appointment and award letters, etc.
• Organizes and assists with special events, as needed.
• Partners with other Office of Research administrative staff to ensure cross-coverage and assistance, as needed.
• Maintains updated directories, contact lists, and e-mail groups for various committees and research teams.
• Understands finance and procurement policies and regulations in order to reconcile P-cards and expense reports.
• Organizes quarterly staff orientation and onboarding with Senior Director for Research.
• Acts as a liaison, providing support for and working with Office of Research reporting units, as requested.
• Possesses the ability to work independently and collaboratively as part of a high-functioning team; able to independently prioritize and re-prioritize work. Takes initiative to articulate and clarify competing priorities at a team level.

Diversity, Equity, and Inclusion Commitment

The Medical School Office of Research is firmly committed to advancing inclusion, diversity, equity, accessibility, and belonging, which are core to the culture and values of the Medical School Office of Research.? Our community supports recruiting and cultivating a diverse workforce as a reflection of our commitment to serve the diverse people of Michigan and the world.? We strive to create a work culture where each team member feels respected, valued, and safe and can thrive professionally and personally.

Required Qualifications*

• Bachelor's degree and/or an equivalent combination of education and experience. At least five years of demonstrated progressive administrative experience.
• Strong analytical ability is required to gather and summarize information, solve administrative problems, and prioritize and re-prioritize work assignments independently.
• Proficient in Microsoft Office suite of products, including Word, Power Point, Excel.
• Experience with financial management and account reconciliation.
• Outstanding written, verbal communication and organizational skills.
• Attention to detail and dependability are essential.
• Must have strong interpersonal skills and ability to successfully work with all levels of the organization and with external stakeholders and colleagues.
• Maintains a professional demeanor, especially under tight deadlines and periods of high work volume.
• Highly reliable attendance and punctuality.
• Ability to provide outstanding customer service.
• Ability to multitask and to balance the support of two individuals with active work schedules.

Desired Qualifications*

• Basic understanding of U-M research activities as well as working knowledge of university policies and procedures preferred.
• Proficient with Concur, MPathways, account reconciliation, HR systems, Procurement systems, Outlook calendaring, Schedulon. Dropbox.

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.