Admin Asst Inter Healthcare

Michigan Medicine; Ann Arbor (MI); Hybrid; USD 42,000 - 62,000; Full time

Job summary

University of Michigan is seeking an Administrative Assistant to support the pediatric pulmonary division and its Cystic Fibrosis Center Director, nursing staff, and Project Manager. The role covers scheduling, travel coordination, reimbursements, recruitment onboarding, and day-to-day office needs.

You will maintain faculty calendars, manage clinic and on-call schedules in Qgenda, process expenses, and coordinate events, conferences, and outreach.

Qualifications

• Minimum of 2 years administrative experience involving scheduling, coordination, records, or expense processing, event planning and foreign travel arrangement.
• High School Diploma/GED.
• Ability to organize competing priorities, meet deadlines, and maintain accurate records as schedules and requests change.
• Clear written and verbal communication, sound judgment, and discretion with confidential information.
• Ability to work independently and collaboratively and adapt to changing operational needs.
• Proficiency with office productivity software and the ability to learn scheduling and administrative systems.

Responsibilities

• Faculty administrative support: Manage calendars, coordinate meetings and travel, reconcile expenses, and process reimbursements.
• Clinical scheduling: Maintain faculty clinic, on-call, and time-away schedules in QGenda; coordinate vacation and clinic schedules.
• Faculty recruitment and onboarding: Coordinate interviews, calendars, and recruitment logistics; assist with postings and onboarding.
• CF Center and event support: Support center activities, meetings, conferences, events; handle reimbursements and record-keeping.
• Observers and outreach: Coordinate visiting observers, track outreach readings, and manage related approvals.
• Division and office operations: Maintain contacts, meeting minutes, equipment needs, and office workflows.

Skills

Scheduling

Coordination

Records management

Expense processing

Event planning

Foreign travel arrangement

Communication

Discretion

Education

High School Diploma/GED

Job description

Job Summary

Provide administrative and operational support for a pediatric pulmonary division, its faculty, and its Cystic Fibrosis Center Director, nursing staff and Project Manager. This dedicated portion of time dedicated to the Cystic Fibrosis Center requires responsibility for depositing donor checks/careful tracking of all deposits; proven event management experience both locally and out-of-state and experience arranging foreign travel for visiting faculty. In addition, coordinate faculty recruitment, clinical schedules utilizing Qgenda and MI chart, reimbursements for faculty and staff, ad hoc event planning and day-to-day office needs. This position requires strong organization, careful attention to detail, and effective communication with faculty, staff, and external contacts.

Responsibilities

Faculty administrative support. Manage assigned calendars, coordinate meetings and travel, reconcile purchasing-card expenses, and process travel and expense reimbursements. Provide backup scheduling support as needed. Maintain faculty CVs in M-CV and assist with editing and printing presentation materials.

Clinical scheduling. Maintain faculty clinic, on-call, and time-away schedules in QGenda. Record bronch procedures and update cancellations and rescheduled activities. Coordinate faculty vacation and clinic schedules and reschedules with template editors utilizing SmartSheets, the Operator Call Schedule and Qgenda together; Verify schedule information, resolve discrepancies with appropriate contacts, and maintain current clinic templates in QGenda. Coordinate faculty scribe and transportation schedules and process faculty mileage reimbursements for offsite clinics.

Faculty recruitment and onboarding. Coordinate interviews, calendars, and recruitment logistics. Assist with job postings, offer processing, hiring, and onboarding. Coordinate required account requests and sponsorship through the Account Request Tool.

CF Center and event support. Provide administrative support for center activities, meetings, conferences, and events. Assist with event logistics, reimbursements, and stored-value card reconciliation. Maintain supporting records and follow up on outstanding documentation.

Observers and outreach. Coordinate visiting observers and student-shadowing requests, maintain training records, and facilitate required approvals. Track outreach PFT readings, maintain invoicing records, and coordinate submission and follow-up. Process related faculty mileage reimbursements.

Division and office operations. Maintain division phone lists and organizational charts. Record faculty and clinical-care meeting minutes and coordinate conferences. Coordinate office equipment service and other office needs, including mail and laundry requests. Maintain clear task instructions, shared records, and recurring deadlines. Deliver and pick up lab coats to /from laundry.

Required Qualifications

• Minimum of 2 years administrative experience involving scheduling, coordination, records, or expense processing, event planning and foreign travel arrangement.
• High School Diploma/GED
• Ability to organize competing priorities, meet deadlines, and maintain accurate records as schedules and requests change.
• Clear written and verbal communication, sound judgment, and discretion with confidential information.
• Ability to work independently and collaboratively and adapt to changing operational needs.
• Proficiency with office productivity software and the ability to learn scheduling and administrative systems.

Desired Qualifications

• Experience supporting faculty or working in an academic or healthcare setting.
• Experience with QGenda, M-CV, recruitment and onboarding, reimbursements, or event coordination.

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.

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 are performed in compliance with the Fair Credit Reporting Act.

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.