Administrative Assistant Senior Healthcare

Michigan Medicine; Ann Arbor (MI); Hybrid; USD 55,000 - 75,000; Full time

Job summary

Michigan Medicine in Ann Arbor is seeking an Administrative Assistant Senior to provide high-quality support for faculty and staff leadership in the Breast Imaging division. The role involves complex calendar management, conference scheduling, residency program coordination, and travel reimbursements.

The position reports to the department's Business Manager and is part of a broader administrative team. A hybrid work model is available, and nonexempt status applies under FSLA.

Qualifications

• High school diploma or equivalent administrative experience.
• 4+ years of administrative experience.
• Strong computer skills and exceptional written and verbal/interpersonal skill.
• Proficient experience in Microsoft Office software, as well as other databases (e.g. Outlook).
• Ability to multitask and prioritize appropriately.
• Strong organizational skills and attention to detail.
• Exercises considerable discretion and independent judgment within scope of projects.

Responsibilities

• Provide administrative support to Breast Imaging faculty and staff, including scheduling meetings, completing meeting agendas and minutes, assist with CME submissions weekly, booking conference rooms, booking travel, processing reimbursements, sending reminders.
• Creation and oversight of faculty schedule in Qgenda. Enter fellow, resident, and medical student schedules into Qgenda.
• Prepare and send correspondence on behalf of those you support, often of confidential and sensitive nature.
• Maintain professional records such as CVs, ensuring accuracy.
• As needed, serve as customer service point of contact for the office. Screening, prioritizing, and routing inquiries and correspondence.
• Track medical license renewals, journal renewals, society memberships, etc.
• Order lab coats for new faculty as needed.
• Serve as Cornerstone Facilitator
• Breast Imaging Fellowship Coordinator
• Assist with onboarding and offboarding new fellows
• Partner with Fellowship Director to schedule and arrange reviews and evaluations
• Coordinate farewell events
• Communicate with residents and medical students regarding rotation schedules, location, expectations.

Skills

Verbal communication

Written communication

Multitasking

Organizational skills

Discretion and judgement

Interpersonal skills

Prioritization

Education

High school diploma or equivalent

Associate or Bachelor's degree preferred

Tools

Microsoft Office

Outlook

Job description

Job Summary

The Department of Radiology is seeking an Administrative Assistant Senior who can provide high-quality support for faculty and staff leadership in the Breast Imaging division. This includes complex calendar management, conference scheduling, residency program coordination, clinical schedule oversight, and travel reimbursements. This individual may be responsible for parts of small projects, as well as phases of larger projects. The ability to demonstrate excellent interpersonal, problem-solving, organizational, and communication skills is key in this role. This position has a hybrid work model, reports to the department's Business Manager, and is a member of a broader administrative support team. Under FSLA, incumbents in this position are nonexempt.

Responsibilities*

General Support

• Provide administrative support to Breast Imaging faculty and staff, including the Associate Chair for Department Life and Culture and Division Director. This includes, but is not limited to, scheduling meetings, completing meeting agendas and minutes, assist with CME submissions weekly, booking conference rooms, booking travel, processing reimbursements, sending reminders.
• Creation and oversight of faculty schedule in Qgenda. Enter fellow, resident, and medical student student schedules into Qgenda.
• Prepare and send correspondence on behalf of those you support, often of confidential and sensitive nature.
• Maintain professional records such as CVs, ensuring accuracy.
• As needed, serve as customer service point of contact for the office. Screening, prioritizing, and routing inquiries and correspondence.
• Track medical license renewals, journal renewals, society memberships, etc.

Maintain office supplies

• Order lab coats for new faculty as needed
• Serve as Cornerstone Facilitator
• Breast Imaging Fellowship Coordinator
• Assist with onboarding and offboarding new fellows
• Partner with Fellowship Director to schedule and arrange reviews and evaluations
• Coordinate farewell events

Residency & Medical Student Program Support

• Communicate with residents and medical students, including faculty, regarding their rotation schedules, where to go, what to expect, etc.
• Send resident evaluation reminders to faculty in a timely manner
• Send lecture reminders, book conference rooms
• Partner with Radiology Residency Administrators

Required Qualifications*

• High school diploma or equivalent administrative experience
• 4+ years of experience
• Strong computer skills and exceptional written and verbal/interpersonal skill
• Proficient experience in Microsoft Office software, as well as other databases (e.g. Outlook)
• Ability to multitask and prioritize appropriately
• Strong organizational skills and attention to detail
• Exercises considerable discretion and independent judgment within scope of projects

Desired Qualifications*

• Associate or Bachelor's degree or equivalent combination of education and experience as with at least 2 years of administrative support experience
• Experience working in academic health centers

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

Med Inn Building

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.