Administrative Assistant Senior Healthcare (Intermediate Underfill)

Uofmhealth; Ann Arbor (MI); On-site; USD 45,000 - 60,000; Full time

Job summary

A leading healthcare institution seeks an Administrative Assistant for the Department of Obstetrics & Gynecology. This role involves high-level project and administrative support to faculty members, enhancing operational efficiency within the Division of Urogynecology. Ideal candidates will possess strong organizational and communication skills, along with experience in an academic setting.

Qualifications

• 2-3 years of progressively responsible professional experience.
• Must have previous experience in an academic medical institution or similar setting.
• Excellent attendance and punctuality are essential.

Responsibilities

• Provide administrative and project support to faculty in Urogynecology.
• Manage calendars, travel, and division resources.
• Assist with presentations and scheduling of meetings.

Skills

Excellent organization skills

Attention to detail

Oral and written communication

MS Office applications

Ability to prioritize and multi-task

Education

Bachelor's degree

Job description

3 weeks ago Be among the first 25 applicants

How to Apply

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

A successful candidate will serve as an Administrative Assistant in the Department of Obstetrics & Gynecology at the University of Michigan. This position presents an opportunity to provide high level administrative and project support to the dedicated faculty within the Division of Urogynecology.

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.

Why Work at Michigan?

Being part of something greater, of serving a larger mission of discovery and care — that's the heart of what drives people to work at Michigan. In some way, great or small, every person here helps to advance this world-class institution. It's adding a purpose to your profession. Work at Michigan and become a victor for the greater good.

Responsibilities*

Project Support

• Development and management of division resources
• Partner with Division Director in review of budgets and spending along with constructing development growth and long term goals
  
  
  

Comprehensive Travel Support Of Faculty

• Track faculty absences, utilizing QGenda, Outlook, and Excel tracking spreadsheets
• Development of itinerary, flight schedule, reservations, and reimbursements through online software programs.
• Arrange transportation, hotel accommodations, and conference registration
• Track all clinical activities and cancel clinics as required
  
  
  

Calendar Management

• Maintain faculty outlook calendars and proactively work to resolve conflicts
• Communicate clinic and OR closures with appropriate staff
• Arrange, coordinate, and document meetings
• Maintain all faculty clinical activities and time away (vacation, cme, etc.) in QGenda.
  
  
  

Administrative Support for Division

• Assist developing presentations for the Urogyncology faculty
• Partner with division director and OBGYN administration to develop clinical/call schedules in QGenda.
• Coordinate divisional and individual faculty meetings and provide administrative support such as development of agendas and taking minutes
• Assist faculty with coordinating and scheduling national society and major educational events and meetings
• Coordinate all faculty recruiting activities, correspondences with candidates, travel arrangements, hosted events and interviews
• Arrange all hosted events, conferences, seminars, including advertising
• Monitor and triage all incoming calls, and emails and initiate appropriate judgement and follow up
• Maintain and updated faculty Curriculum Vitae (CV) and Biosketches
• Compile statistical data for monthly review
• Monitor PDF expenses for Faculty and report monthly
• Monitor Research Support Accounts and be able to account for all transactions
• Hold PCard and reconcile with Concur
• Prepare Non PO-Vouchers, Purchase orders and PCard transactions
  
  
  

Required Qualifications*

Administrative Assistant Intermediate

• Bachelor's degree or equivelent combination of education and experience.
• 2-3 years of progressively responsible professional experience
• Must have previous experience working in an academic medical institution or similar setting.
• Excellent attendance and punctuality
• Must be able to work independently as well as part of an integrated team.
• Proven ability to effectively prioritize, multi task, and adapt as priorities shift.
• Excellent organization skills and attention to detail, deadlines, and policy compliance.
• Excellent oral and written communication skills.
• Must be proficient in MS Office applications
  
  
  

Administrative Assistant Senior

• Bachelor's degree or equivelent combination of education and experience
• 4 or more years of progressively responsible administrative experience
• Must have previous experience working in an academic medical institution or similar setting.
• Excellent attendance and punctuality
• Must be able to work independently as well as part of an integrated team.
• Proven ability to effectively prioritize, multi task, and adapt as priorities shift.
• Excellent organization skills and attention to detail, deadlines, and policy compliance.
• Excellent oral and written communication skills.
• Must be proficient in MS Office applications
  
  
  

Desired Qualifications*

• Familiarity with LEAN processes and principles
• Previous knowledge of UMHS policies and procedures is a plus.
• Previous experience working with faculty
  
  
  

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.

Underfill Statement

This position may be underfilled at a lower classification depending on the qualifications of the selected candidate.

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 anytime after the minimum posting period has ended.

U-M EEO Statement

The University of Michigan is an equal employment opportunity employer.

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Hospitals and Health Care

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