Admin Assistant Senior Healthcare

University of Michigan; Ann Arbor (MI); On-site; USD 52,000 - 68,000; Full time

Job summary

The University of Michigan's Department of Oral Maxillofacial Surgery is seeking an Administrative Assistant Senior Healthcare to provide essential administrative and project support in a dynamic academic and clinical setting. This hybrid role includes remote work one day per week and requires strong judgment, discretion, and the ability to manage multiple priorities with precision.

The position supports faculty, leadership, students, and staff, handling calendars, travel, credentialing, and a

Qualifications

• A minimum of 4 years in advanced administration or relevant business experience in an assistant/academic capacity.
• Strong organizational skills with keen attention to detail and critical thinking.
• Ability to manage competing priorities with discretion and adaptability.
• Excellent written, verbal, and interpersonal communication skills.
• Proficiency in standard business and administrative technology platforms used to support academic and operational functions.

Responsibilities

• Manage complex calendars and scheduling needs for faculty and department leadership.
• Coordinate travel and administrative financial processes, including PCard reconciliation, reimbursements, hosting, and related activities in accordance with university policies and procedures.
• Order and maintain office and clinic supplies; manage dental laboratory invoices and purchase orders while ensuring inventory availability.
• Maintain professional licensure and certification records in coordination with credentialing and privileging requirements.
• Serve as a liaison between departmental leadership, faculty, students, and central administrative offices to facilitate communication and ensure timely completion of academic and administrative processes.
• Manage and track faculty documentation, including CVs, evaluations, and supporting materials, ensuring accuracy, organization, and timely submission.
• Coordinate academic program operations, including course scheduling, Canvas administration, student rotations, competencies, remediation documentation, and support for lectures, assessments, and grading processes.
• Provide administrative coordination for departmental communications, committees, events, conferences, and other academic activities, ensuring deadlines and workflow requirements are met.
• Maintain professionalism, discretion, and a high level of customer service while supporting faculty, staff, and learners across multiple programs.
• Additional duties as assigned.

Job description

Mission Statement

MDentistry: Advancing Health Through Education, Service, Research and Discovery.

MDentistry Values: Compassion, Leadership, Excellence, Responsibility, Trust, Creativity, and Inclusion.

The mission of the University of Michigan is to serve the people of Michigan and the world through preeminence in creating, communicating, preserving and applying knowledge, art, and academic values, and in developing leaders and citizens who will challenge the present and enrich the future. The University of Michigan is committed to foster learning, creativity and productivity, and to support the vigorous exchange of ideas and information, not only in the classroom but in the workplace by: -Creating a work environment in which people treat each other with respect and dignity, regardless of roles, responsibilities or differences. Providing support, direction and resources enabling us to accomplish the responsibilities of our jobs and to reach the goals that are set for professional and personal growth.

Job Summary

The Administrative Assistant Senior Healthcare provides vital administrative and project support to faculty, leadership, students and staff within a dynamic academic and clinical environment. This role encompasses both clerical and academic operations and requires excellent judgment, discretion, and the ability to manage multiple priorities with precision.

This position plays a key role in ensuring the smooth and efficient operations of departmental functions, delivering exceptional customer service, and fostering strong internal and external relationships. The Administrative Assistant Senior Healthcare supports the Department of Oral Maxillofacial Surgery at the School of Dentistry, contributing to the department's mission, research, academic programs, and patient care initiatives.

This position is a hybrid role, allowing one remote day/week.

Responsibilities

• Manage complex calendars and scheduling needs for faculty and department leadership.
• Coordinate travel and administrative financial processes, including PCard reconciliation, reimbursements, hosting, and related activities in accordance with university policies and procedures.
• Order and maintain office and clinic supplies; manage dental laboratory invoices and purchase orders while ensuring inventory availability.
• Maintain professional licensure and certification records in coordination with credentialing and privileging requirements.
• Serve as a liaison between departmental leadership, faculty, students, and central administrative offices to facilitate communication and ensure timely completion of academic and administrative processes.
• Manage and track faculty documentation, including CVs, evaluations, and supporting materials, ensuring accuracy, organization, and timely submission.
• Coordinate academic program operations, including course scheduling, Canvas administration, student rotations, competencies, remediation documentation, and support for lectures, assessments, and grading processes.
• Provide administrative coordination for departmental communications, committees, events, conferences, and other academic activities, ensuring deadlines and workflow requirements are met.
• Maintain professionalism, discretion, and a high level of customer service while supporting faculty, staff, and learners across multiple programs.
• Additional duties as assigned.

Required Qualifications

• A minimum of 4 years in advanced administration or relevant business experience in an assistant/academic capacity.
• Strong organizational skills with keen attention to detail and critical thinking.
• Ability to manage competing priorities with discretion and adaptability.
• Excellent written, verbal, and interpersonal communication skills.
• Proficiency in standard business and administrative technology platforms used to support academic and operational functions.
• Associates degree or equivalent combination of education and/or experience.

Desired Qualifications

• Comprehensive knowledge of the organization's policies and practices.
• Previous experience working in an academic medical institution or similar setting.
• Proficiency in Emburse, MPathways, Canvas, OPS, Axium, MiChart.

Why Work at Michigan?

The School of Dentistry is consistently ranked as the #1 dental school in the United States and the world. We embrace diversity in many forms and champion diversity of thought and culture. Our Mission, core values, and additional information about our school can be found on our website. The University of Michigan also offers comprehensive benefits to help you stay well and to support you as you plan for a secure future.

Benefits

Benefits include:

• Generous paid time off for vacations, holidays, sick time, season days, and paid parental leave.
• A retirement plan that provides two-for-one matching contributions after the first year of employment.
• Many choices for comprehensive health insurance.
• Life insurance.
• Flexible spending accounts for healthcare and dependent care expenses.
• Work-life programs to strengthen a workplace culture that supports personal and family life, including child care, elder care, lactation resources, and mental and emotional health services.

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.

Work Locations

This position is for the School of Dentistry at 1011 N University Ave Ann Arbor, MI 48109

Additional Information

We are committed to maintaining a safe and healthy work environment for everyone. As part of the onboarding process, all candidates are required to submit their immunization records to Occupational Health Services (OHS) prior to their appointment start date to verify their immunization status. The process includes completing a two-step TB test for all new hires and providing proof of Hepatitis B immunization for clinic-facing roles. Additional immunizations may be necessary based on public health guidance or specific job responsibilities.

Background Screening

The University of Michigan conducts background checks on all job candidates upon acceptance of a contingent offer and may use a third party administrator to conduct background checks. Background checks will be performed in compliance with the Fair Credit Reporting Act.

Application Deadline

Job openings are posted for a minimum of seven calendar days. This job may be removed from posting boards and filled anytime after the minimum posting period has ended.

U-M EEO Statement

The University of Michigan is an Equal Opportunity Employer. We are committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants, including protected veterans and individuals with disabilities.