Administrative Specialist Associate Healthcare

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

Benefits offered by this job

Medical, dental and vision coverage

2:1 retirement match

Job summary

Michigan Medicine seeks a proactive administrative professional to support the M-BoCA program and multiple faculty within the CVM division. The role requires initiative, discretion, and strong workload prioritization.

The position includes coordinating conferences, leading program activities, managing complex calendars, preparing reports for leadership, and assisting with travel logistics and onboarding. Hybrid work schedule available.

Qualifications

• Bachelor's Degree or equivalent combination of education and 5+ years of work experience.
• Outstanding organizational skills and attention to detail.
• Proven ability to prioritize and manage multiple tasks with competing deadlines and work effectively with frequent interruptions.
• Works well both independently and in collaboration with faculty and staff as a team member.
• Ability to adapt to different working styles and personalities.
• Outstanding verbal and written communication skills.

Responsibilities

• Organize and lead multiple conferences and events (seminars, symposiums, etc.).
• Provide administrative leadership and project oversight for the M-BOCA program.
• Prepare and deliver standard bi-annual and comprehensive reports of research activities for leadership and donor reporting.
• Coordinate travel arrangements and hosting for initiative recruits and other visitors.
• Manage calendar, meetings, and appointments across in-person and virtual settings.
• Assist with website maintenance and lab tasks as needed.
• Support faculty with onboarding, grants, and administrative processes.

Skills

Organizational skills

Prioritization

Teamwork

Communication

Education

Bachelor's Degree or equivalent combination of education and experience

Tools

Microsoft Word

Excel

Adobe

Google Suite

Outlook

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 Division of Cardiovascular Medicine administrative team is seeking a qualified candidate who will work proactively to support the needs of the M-BoCA program and multiple faculty. The ideal candidate must exercise initiative, judgement and discretion, independent decision making, and workload prioritization. The ability to work as part of a team is essential to the success of a person in this position.

Responsibilities*

M-BoCA

• Organize and lead multiple conferences and events (seminars, symposiums, etc.) including maintaining relationships with invited scientific speakers, and internal and external vendors.
• Provide administrative leadership and project oversight for the M-BOCA program.
• Provide standard bi-annual and comprehensive reports of research activities for leadership and donor reporting.
• Organize and lead annual programmatic calibration meeting with Frankel CVC leadership.
• Organize and lead program strategy meetings with M-BOCA leadership team.
• Execute annual grant administration cycle for M-BOCA internal funding program inclusive of communicating to program participants the various award opportunities offered, application deadlines, review strategy and processing, reconciliation and organization of external review committees as needed, coordinating submissions to present to M-BOCA leaders, processing of final award notices, and tracking and reporting on all outstanding grants. Develop and track program metrics based on requirements outlined in gift agreement.
• Serve as administrative partner with the faculty leaders to develop program goals and execute and implement the items required to meet program goals. Manage program membership, including identification and execution of initiatives to grow membership throughout the institution.
• Manage travel arrangements and hosting for initiative recruits and other visitors.
• Assist CVC team members with the M-BOCA website.

CVM Faculty Support

• Provide comprehensive administrative support to multiple Cardiovascular faculty.
• Maintain and update curricula vitae, biosketches, Other Support documents, and professional biographies using the SciENcv system.
• Manage complex and dynamic calendars, coordinate meetings, interviews, and appointments across in-person and virtual settings.
• Prepare meeting agendas, attend meetings as needed, document and distribute minutes, and track action items to completion. Independently draft, edit, format, and proofread a range of internal and external correspondence, reports, and presentations.
• Prepare and manage travel itineraries including conference registration, meeting agendas, air and ground transportation, hotel accommodations for domestic and international meetings.
• Submit travel expenses & reimbursement reports; as well as reconcile multiple P-Cards via the Shared Services Center and Emburse.
• Track faculty leaves (vacation, sick, CME, leaves of absence), updating calendars and paging schedules accordingly.
• Assist with laboratory tasks: job postings; on-boarding and off-boarding staff; submit POs; laboratory equipment purchases, maintenance, and inventory; grant submission document preparation; print posters for presentations and research symposiums.
• Assist lab managers and pre- & post-award finance team with tasks associated with lab.
• Other tasks as assigned by supervisor or faculty.

Required Qualifications*

• Bachelors Degree or equivalent combination of education and 5+ years of work experience.
• Outstanding organizational skills and attention to detail.
• Proven ability to prioritize and manage multiple tasks with competing deadlines and work effectively with frequent interruptions.
• Works well both independently and in collaboration with faculty and staff as a team member.
• Ability to adapt to different working styles and personalities.
• Outstanding verbal and written communication skills.
• Proficient in Microsoft Word, Excel, Adobe, Google, and Outlook.
• Positive, customer service attitude.

Desired Qualifications*

• Ability to relate to varied audiences.
• Knowledge of University policies and procedures.
• Understanding of medical terminology in an academic setting.
• Proficient in Microsoft Word, Excel, Adobe, PowerPoint and Outlook
• Proficient in University systems such as MiChart, Emburse, Elements, Zoom, Teams, and M-Pathways.
• Excellent attendance record.

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 Schedule

Hybrid work schedule (M-F)

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.