Administrative Specialist Associate

Michigan Medicine; Ann Arbor (MI); Hybrid; USD 52,000 - 68,000; Full time

Benefits offered by this job

Medical coverage

Dental & vision

Retirement match

Job summary

Michigan Medicine in Ann Arbor is seeking an Administrative Specialist in the Department of Cardiac Surgery to provide high-level support to multiple faculty members and oversee additional duties. The role demands organization, adaptability, and professional communication.

You will manage complex calendars, coordinate domestic and international travel, arrange meetings and events, process expenses, and assist with correspondence.

Qualifications

• Bachelor's degree or equivalent combination of education and experience.
• 3–5 years of progressively responsible administrative experience.
• Excellent interpersonal and written communication skills.
• Proficient in standard business software including MS Office, Adobe, and Google products.

Responsibilities

• Provide complex calendar management and prioritize meetings amidst changes.
• Coordinate domestic and international travel arrangements and itineraries.
• Plan meetings and events, reserve rooms, set up Zoom, and take minutes as needed.
• Prepare travel/hosting expense reports and manage department expenditures.
• Assist with correspondence, CV maintenance, and faculty documentation.

Skills

Calendar management

Travel coordination

Communication skills

Microsoft Office

Teamwork

Education

Bachelor's degree or equivalent

Tools

Microsoft Office

Adobe

Google

Zoom

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 Department of Cardiac Surgery is seeking an Administrative Specialist to provide high-level administrative support to multiple faculty members and oversee additional areas of responsibility within the department. The ideal candidate will thrive in a fast-paced environment, skillfully juggling multiple tasks while effectively prioritizing daily responsibilities. This role requires a high degree of flexibility and the ability to work both independently and collaboratively within a team. Strong organizational skills, exceptional attention to detail, and excellent verbal and written communication abilities are essential. Proficiency in Microsoft Office applications is required, along with a resourceful and adaptable approach to managing competing deadlines.

The selected candidate will engage with a wide range of constituents, including faculty, staff, trainees, clinical personnel, research personnel, and visitors. Therefore, demonstrating professionalism and maintaining a customer-service-oriented approach in all interactions is paramount.

This position follows a hybrid work schedule

With an expected onsite presence of 3 days per week and remote work flexibility of 2 days per week. Because the primary responsibility of this role is to provide direct faculty support, a consistent and reliable onsite presence is essential to meeting departmental and operational needs.

Responsibilities

• Provide complex calendar management, including organizing rigorous schedules, responding to frequent changes in schedules, screening the purpose of meeting requests, setting priorities when there is a conflict, and obtaining meeting information when required.
• Coordinate domestic and international travel arrangements (air/hotel/ground transportation), including the preparation of itineraries, processing of required customs documentation, and management of related travel logistics.
• Coordinate meetings and events, including reserving conference rooms, setting up zoom video conferencing, preparing meeting materials, organizing presentations and visual aids, managing AV during meetings, and attending meetings as needed to provide support and/or take minutes.
• Coordinate travel arrangements and develop itineraries for visitors, including invited speakers, faculty candidates, and other guests.
• Manage license and membership dues/renewals, conference registrations, subscriptions, and other professional expense needs using university-preferred vendors and/or U-M purchasing card.
• Assist faculty with correspondence, CV maintenance, and other professional documentation.
• Perform monthly reconciliation of faculty accounts and P-Card statements.
• Prepare and submit travel and/or hosting expense reports.
• Answer phone calls, process incoming and outgoing mail, and assist with office supply coordination.
• Perform other department and miscellaneous duties as assigned.

Additionally, as part of the administrative team, the selected candidate will participate in team meetings and provide cross coverage for other administrative positions as needed.

Required Qualifications

• Bachelor's degree or equivalent combination of education and experience
• 3-5 years of progressively responsible administrative experience
• Excellent interpersonal skills, including a positive, responsive, service-oriented attitude
• Excellent oral and written communication skills, including the ability to effectively interact with individuals at all levels
• Strong organizational and planning skills with the ability to set priorities, handle multiple assignments, and meet deadlines
• Strong sense of integrity with the ability to appropriately handle confidential and sensitive information
• Proficient in typical business software, including Microsoft Office applications (Outlook, Word, Excel, PowerPoint), Adobe, and Google
• Productive and flexible under pressure and able to meet deadlines
• Ability to work independently and as part of high functioning team
• Ability to think autonomously and elevate issues as needed

Desired Qualifications

• Knowledge of university systems, including Cornerstone, CTP, Elements, Emburse, MiChart, MiCME, and Wolverine Access
• Knowledge of university policies and procedures
• Knowledge of QGenda workforce management system
• Knowledge of Zoom video conferencing system
• Experience in an academic health system

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

Work Schedule

As part of Michigan Medicine's Flexible First Workplace initiative, this position is eligible for a hybrid arrangement combining onsite and remote work. The selected candidate will generally work 3 days onsite and 2 days remote each week. However, occasional modifications to this schedule may be required based on departmental needs and role responsibilities.

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 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.