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Administrative Assistant Inter
University of Michigan in Ann Arbor, Michigan
 
 
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Date Posted 05/20/2022
Category
Admin-Secretary and Administrative Assistants
Employment Type Full-Time
Application Deadline Open until filled
 
 
 
 
 

Summary

This position will provide professional administrative support to several clinical faculty and fellows in the Department of Ophthalmology and Visual Sciences as well as event planning/support for the Kellogg Eye Center. This position requires excellent multi-tasking and problem-solving skills, as well as excellent teamwork.Provide support to 8-11 faculty members, as well as support for the faculty on-call pagers, and the Eblast program.  The value of a replacement would be immeasurable for the faculty and we can also assist in areas where help is still much needed, such as tracking and updating BLS for faculty/staff, helping run the technology for Grand Rounds which will be soon switching back to onsite from remote, as well as back up for the Admin Assistant team, cross-trained to cover each other’s areas to maintain consistent support for vacations.

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*

  • Complete recommendation letters, letters of medical necessity and other items as needed, including dictation.
  • Work with Technology at higher levels, including Hybrid Zoom/On-site, live audience equipment.
  • Coordinate complex travel arrangements, process international travel and hosting reports.
  • Organize meetings, prepare Power Point presentations, edit images for presentations/publication as well as prepare and organize material, agendas, and minutes for various meetings as needed. (Monthly Service meetings; conference presentations, etc).
  • Work closely with multiple department teams involving finance, clinical care, research, marketing, development and education.
  • Schedule complex meetings with several members as well as arrange for conference rooms. This may include the scheduling of training sessions and retreats, which will require coordination with multiple physicians across the Health Center, (i.e. service meetings across several departments) and other health systems.
  • Maintain CVs in multiple formats.
  • Reconcile several PCard statements as well as travel reimbursement utilizing Concur. (Reconcile assigned PCard, Faculty PCards, Concur reports for faculty, Grant supplies)  Understanding publishing protocols and edit manuscript references. Collect, sort and distribute mail.
  • Answer phone calls and transferring them to the appropriate person/clinic.
  • Provide all reasonable administrative support for the faculty and fellows.
  • Traditional administrative assistance (including copying, faxing, scanning, printing, answering phones, etc.).
  • Provide backup support to other administrative assistants and faculty as needed.
  • Respond to inquiries of highly sensitive and confidential material.
  • Maintain confidentiality and use high level of discretion. Coordinate and host events; here and worldwide.
  • Coordinate faculty travels for meetings and events.
  • Work with faculty, GME, and ECFMG to arrange International Fellowships.
  • Support conferences/meetings at KEC.
  • Order items for labs.
  • Pay dues for faculty.
  • Increase in number and complexity of duties.
  • Deal with minor IT issues that come up with faculty or events.
  • Order any supplies faculty need.
  • Other duties as assigned.

Required Qualifications*

  •  High School Diploma or equivalent and 1-2 years of experience.
  •  Excellent computer skills and comfortable with evolving technology.
  • Outstanding organizational, written and verbal skills with a strong customer focus.
  • Must be detail oriented with the ability to prioritize and manage multiple tasks with competing deadlines as well as work effectively with frequent interruptions.
  • A high degree of creativity, initiative and resourcefulness in required.
  • Candidate must be able to demonstrate and/or provide examples of the following:Teamwork – Collegiality and collaborative skills-Caring/Compassion – Exceptional service to all customers, respect to all you interact with during the workday - Innovation – Open to changes and challenges to meet the goals/vision of KEC Integrity –Must be able to maintain highly confidential information and use excellent judgment on a variety of sensitive subjects

Desired Qualifications*

  • Minimum of 2 years recent administrative and secretarial experience.
  • Experience working in a team-oriented atmosphere and able to manage a fast-paced work environment with the ability to promote professional relationships within a team.
  • Flexibility to occasionally work outside the normal business hours.
  • Concur, Procurement and MiChart knowledge preferred.
  • Ability to use "investigative" techniques to independently find solutions to common and/or unknown issues.
  • Friendly, patient and have a service-minded attitude.
  • Event Planning experience, for both large and small events, locally and virtually.

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 boosters when eligible, are required for all University of Michigan students, faculty and staff across all campuses, including Michigan Medicine.  This includes those working remotely.   More information on this new policy is available on the Campus Blueprint website or the UM-Dearborn and UM-Flint websites.

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