Job Summary

Provide high quality administrative support to select Gastroenterology & Hepatology faculty assigned and event coordination. Administrative duties include but not limited to, the coordination of meetings, typing required documents, CV updates and reconcile PCards, assisting with division-based projects as assigned and planning and executing divisional events as assigned.

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*

• Providing administrative support for multiple senior- and junior-level faculty. 
  • Preparing biosketches, CVs, letters, PowerPoint slides and creating complex charts and graphs, upload manuscripts to journals, drafting emails or letters of recommendation, other documents as assigned
  • Maintaining accurate electronic and physical files for each faculty; Complex calendaring, assist with invited scholar visits and recruits.
  • Expediting and monitoring clinic and endoscopy resource closings and openings utilizing Qgenda and MiChart; auditing schedules monthly 
  • Arranging meetings and teleconferences (both in-person, virtual and hybrid); set-up audio-visual equipment, provide day of support for in person meetings,  arrange complex travel arrangements including international itineraries
  • Reconciling P-Card transactions and creating expense reports through UM expense system
  • Creating non-PO vouchers and office orders via M-Pathways Financials and M-Marketsite
  • Provide back up for teammates for vacations/sick time 
  • Troubleshoot basic technical issues or partner with IT support
• Event planning
  • Lead end-to-end event planning and execution, including concept of development, budgeting, vendor coordination, logistics management, marketing, and post-event evaluation, ensuring successful and engaging experiences
• Engaging in high-level verbal and written communications; confidentiality. Management of all communication, including emails, in a timely and professional manner with strong attention to detail. Providing excellent customer service to both internal and external customers.
• As part of the administrative team, collaborating with other GI & Hepatology administrative assistant including answering internal and external phone calls, and rotating weekly responsibilities including sorting and distributing division mail and faxes, physician lab coats, etc.; participating in team meetings; assisting team members and providing coverage during team member absences and vacations; participating in divisional special projects and assignments; Continuous improvement to administrative protocols and strict adherence to all UM policies and procedures. Create and maintain shared files for communication to Departmental stakeholders. Host outings and CME events at offsite locations; cross departmental coordination. 
• Additional duties as assigned.

Required Qualifications*

Administrative Assistant Intermediate:

• A minimum of 2 years of experience in an administrative support capacity. 

Administrative Assistant Senior:

•  A minimum of 4 years of experience in an administrative support capacity. 

Both:

• Bachelor's degree or equivalent combination of education and experience is necessary.
• Exceptional interpersonal skills and team player attitude.
• High Proficiency in MiChart, Outlook, Microsoft Word, Excel, PowerPoint, Google sheets/docs, Chrome River, Zoom, M-Marketsite, DropBox.
• Exceptional attention to detail.
• Excellent organizational, multi-tasking skills and ability to work independently with minimal supervision and regularly exercise judgment in setting priorities.
• Ability to manage a fast paced professional work environment.
• Experience with off-site meeting coordination.

Desired Qualifications*

Reasonable knowledge of University policies and procedures.

Work Schedule

Monday-Friday, 8:00am- 5:00pm.  Hybrid position that requires onsite and remote work, typically requiring 3-5 days per month in office.

Modes of Work

Positions that are eligible for hybrid or mobile/remote work mode are at the discretion of the hiring department. Work agreements are reviewed annually at a minimum and are subject to change at any time, and for any reason, throughout the course of employment. Learn more about the work modes.

Underfill Statement

This position may be underfilled at a lower classification depending on the qualifications of the selected candidate.

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.