Admin Specialist Assoc Health

Michigan Medicine; Ann Arbor (MI); Hybrid; USD 40,000 - 60,000; Full time

Benefits offered by this job

Excellent medical, dental and vision.

2:1 retirement match

Job summary

Michigan Medicine seeks an Education Admin Specialist Associate to provide comprehensive administrative and operational support for the Department of Anesthesiology's Medical Student Education Program and the Graduate Medical Education (GME) Residency Program.

This role ensures compliance, scheduling, recruitment, finances, and daily operations while handling sensitive information and representing the program to university management and external agencies.

Qualifications

• Bachelor's degree or equivalent combination of education and professional/administrative experience.
• At least one year supporting faculty or executive/departmental leadership.
• Excellent organizational, interpersonal, and communication skills.
• Demonstrated ability to manage multiple priorities while maintaining attention to detail.
• Experience working independently and collaboratively in a professional environment.
• Proficiency with Microsoft Office Suite.
• Ability to maintain confidentiality and exercise sound judgment.

Responsibilities

• Support program compliance, including evaluations, schedules, and licensure renewals.
• Coordinate residency and medical student education activities and events.
• Manage financial processes and expense reimbursements.
• Assist with residency recruitment events and interview logistics.
• Coordinate daily education program schedules and special projects.

Skills

organizational skills

interpersonal communication

multitasking

confidentiality

Microsoft Office

Education

Bachelor's degree or equivalent

Tools

Microsoft Office Suite

Job description

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.

Job Summary

The Education Admin Specialist Associate provides comprehensive administrative and operational support for the Department of Anesthesiology's Medical Student Education Program and the Graduate Medical Education (GME) Residency Program. This position supports residency program compliance, educational program administration, clerkship coordination, recruitment, financial processes, and daily program operations while ensuring adherence to institutional, accreditation, and departmental requirements. The position includes processing matters of a highly sensitive or confidential nature and represents the program to university management, external agencies, and the public regarding general administrative and operational matters.

The position works collaboratively with faculty, residents, medical students, institutional offices, and departmental staff to deliver high-quality educational programming and administrative support.

Responsibilities*

Program Compliance (20%)

• Distribute faculty and resident evaluations through MedHub and monitor completion to ensure compliance with program requirements.
• Enter, maintain, and update resident rotation schedules in MedHub and other required institutional systems.
• Assist with resident medical license renewals and required documentation.
• Coordinate graduating resident check-out and transition activities.
• Register residents for ACLS and PALS certification and recertification courses.
• Maintain accurate residency records and educational documentation.
• Assist with compliance activities related to accreditation and institutional requirements.
• Perform additional administrative duties to support program operations.

Medical Student Clerkship Support (50%)

• Welcome medical student rotators and serve as the primary liaison during their Anesthesiology rotation.
• Develop, coordinate, and communicate clinical schedules for rotating medical students.
• Coordinate home and visiting student elective rotations.
• Distribute and monitor completion of required student evaluations.
• Assist with planning and execution of educational events, including Career Seminar Series and other departmental programming.
• Support the Director and Assistant Director of Medical Student Education with administration of clerkship objectives and educational activities.
• Coordinate educational experiences for learners from outside the Department of Anesthesiology.
• Recommend process improvements that enhance educational operations and learner experiences.

Financial Administration (10%)

• Process resident meal allowance payments.
• Process resident holiday pay.
• Serve as backup support for resident expense reimbursement processing.
• Verify monthly VA billing reports for accuracy by comparing MedHub rotation schedules and continuity clinic assignments.
• Assist with additional financial and administrative functions as assigned.

Residency/Medical Students Recruitment (10%)

• Assist with planning and coordinating residency interview and recruitment events.
• Coordinate interview day logistics, including room setup, food service, applicant flow, and event support.
• Welcome applicants and respond to general program questions.
• Gather information and documentation required for Chair letters.
• Promote the Medical Student Clerkship Program as an important residency recruitment pipeline.
• Provide recommendations for improving recruitment processes and applicant experiences.

Education Program Support (10%)

• Coordinate daily resident and medical student schedule changes.
• Assist with Youth Summit planning and logistics.
• Coordinate In-Training Examination (ITE) proctoring.
• Organize Mock Oral Examination logistics.
• Coordinate ACLS and PALS course scheduling.
• Support additional educational initiatives and special projects as assigned.
• Perform other duties as assigned to meet departmental needs.

Required Qualifications*

• Bachelor's degree or equivalent combination of education and professional/administrative experience.
• At least one year supporting faculty or executive/departmental leadership.
• Excellent organizational, interpersonal, and communication skills.
• Demonstrated ability to manage multiple priorities while maintaining attention to detail.
• Experience working independently and collaboratively in a professional environment.
• Proficiency with Microsoft Office Suite.
• Ability to maintain confidentiality and exercise sound judgment.

Desired Qualifications*

• Experience supporting Graduate Medical Education or Undergraduate Medical Education programs.
• Experience using MedHub or similar educational management systems.
• Experience coordinating educational programs in an academic medical center.
• Knowledge of ACGME accreditation standards and graduate medical education processes.

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

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.

Additional Information

This position is expected to work in accordance with university and departmental policies regarding on-site and remote work. The position requires regular interaction with residents, faculty, medical students, and departmental leadership and may require on-site presence to support educational programming, recruitment activities, and departmental events.

Responsibilities are not limited to those listed above. Additional duties may be assigned based on departmental priorities and operational needs.

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 any time 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.