Admin Specialist for Career Advising & Residency Match Programs

Michigan Medicine; Ann Arbor (MI); Hybrid; USD 52,000 - 65,000; Full time

Benefits offered by this job

Health, dental, vision coverage

Retirement match

Job summary

Michigan Medicine is seeking an Administrative Specialist to support UMMS Career Advising & Residency Match Programs. The role focuses on student-facing logistics, system coordination, and program data, reporting to the Director of Student Affairs.

Responsibilities include ERAS administration, SOAP coordination, workshop delivery, and data tracking. Strong communication and organizational skills are essential for success in a hybrid work environment.

Qualifications

• Bachelor's degree.
• Two to five years of relevant administrative experience; health professions education preferred.
• Strong detail orientation and organizational skills.
• Ability to manage competing priorities independently.
• Adept at handling multiple needs from multiple people while meeting deadlines.
• Customer-focused with strong interpersonal and communication skills.

Responsibilities

• Administer ERAS and related residency application systems per governing protocols.
• Coordinate SOAP logistics and match processes.
• Maintain accurate student records and program timelines.
• Support delivery of advising workshops and materials updates.
• Track and update match data and program metrics; provide reporting and documentation support.

Skills

Detail orientation

Organizational skills

Prioritization

Communication skills

Team collaboration

Education

Bachelor's degree

Tools

Microsoft

Google

Canvas

Dropbox

Job description

A cover letter is required for consideration for this position and should be attached as the first page of your resume. The cover letter should address your specific interest in the position and outline skills and experience that directly relate to this position.

Job Summary

The Office of Medical School Education is seeking an Administrative Specialist to support UMMS Career Advising & Residency Match Programs.

As a member of the OMSE Student Affairs team, this position will report to the Director of Student Affairs and will work closely with members of the team to provide program-specific administrative support in order to ensure effective day-to-day operations.

The incumbent will provide operational and programmatic support for career advising and residency application processes. They will focus on student-facing logistics, system coordination, communication with students, staff, faculty, and coordinate program level data.

This role requires strong attention to detail, clear communication, and the ability to balance competing priorities. The Administrative Specialist will need to work collaboratively with program staff while also being able to complete tasks independently. The position may also include learning key components of related staff responsibilities in order to provide backup support when needed.

Responsibilities

Residency Application Support (30%)

• Administer the Electronic Residency Application Service (ERAS) and related residency application systems per established governing protocols for all relevant institutions (including but not limited to University of Michigan Medical School policy, National Resident Matching Program policy, Association of American Medical Colleges best practices)
• Support the Supplemental Offer and Acceptance Program (SOAP) coordination and logistics
• Support additional current and future match systems and data
• Maintain accurate student application records, processes and procedures, and program timelines
• Provide excellent, timely and service-focused communication to matriculants, current students, past students, student affairs team members and external team members

Program Implementation (40%)

• In collaboration with the Career & Match Program Manager and the faculty directors of department/specialty specific faculty career advising:
  • Support delivery of advising workshops, events, and communications
  • Assist in maintaining advising resources and materials
  • Update materials for Assistant Dean of Student Affairs presentations related to Career Advising & Match Services
  • Event Support, including room reservations, food ordering and other duties related

Data & Administrative Support (30%)

• Assist in tracking and updating match data and program metrics
• Support reporting and documentation processes
• General administrative office support, including procurement and meeting support

Required Qualifications

• Bachelor's degree.
• Two- to five-years of experience serving in a professional administrative capacity; work experience in health professions education and/or an academic setting preferred.
• Strong detail orientation and organizational skills.
• Ability to manage competing priorities independently.
• Adept at handling multiple needs from multiple people while meeting short- and long-term deadlines.
• Customer focused with strong interpersonal and communication skills supporting teamwork with faculty, students, and staff.
• Ability to present information clearly, problem solve, and identify solutions with general supervision.
• Experience using Microsoft, Google, and other applications/learning platforms such as Canvas and DropBox.

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.

Work Locations

The Office of Medical Student Education operates in a hybrid work environment consisting of both in-person and remote work. This position will be classified as a flex position. Onboarding and training will primarily take place in-person. Thereafter, the selected staff member will work remotely 2-3 days/week and onsite 2-3 days week. Occasional weekday evening events may require hours outside of the traditional 8:00 am - 5:00 pm business day.

Staff are provided with a monitor, laptop, and related accessories. Office equipment such as a desk, chair, and printer are not provided for remote work. Staff must supply their own reliable internet access. Basic supplies, such as paper and pens, are stocked at the business location and are available for staff to pick-up should they require these to complete their work.

This position is periodically required to move boxes and supplies weighing up to 20 lbs while utilizing proper safety techniques.

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.