Administrative Specialist Intermediate (Troy Campus)

Michigan Medicine; Ann Arbor (MI); Hybrid; USD 55,000 - 70,000; Full time

Job summary

Michigan Medicine is seeking a highly effective Administrative Specialist Intermediate to support the Administrative Director and Senior Nursing Director of the Troy campus. You will handle a broad range of administrative tasks to keep leaders’ time optimized and ensure they have the information and materials needed to advance priorities.

The role reports to the Administrative Director with an indirect link to the Administrative Specialist Senior at the Troy campus.

Qualifications

• Bachelor’s degree or equivalent required.
• Five or more years of administrative experience.
• Strong process management and multi-tasking abilities.
• Excellent computer skills with Microsoft Office, Google tools, and Adobe Acrobat.
• Working knowledge of Zoom and other video conferencing tools.

Responsibilities

• Provide broad administrative support including calendar and priority management, drafting/editing documents, and meeting agendas/minutes.
• Conduct payroll reconciliation and approvals for designated departments.
• Coordinate and schedule virtual and in-person meetings with complex availability.
• Organize meetings with external stakeholders and community partners.
• Coordinate recruitment logistics for site leaders and support onboarding.
• Prepare leadership background information before meetings and assist with communications and reports.
• Manage data entry and issue-tracking systems for initiatives and projects.
• Process reimbursements and prepare expense reports for leadership purchasing card and out-of-pocket expenses.
• Coordinate travel arrangements and related documentation.

Skills

Process management

Attention to detail

Calendar management

MS Office

Google tools

Adobe Acrobat

Zoom

Education

Bachelor’s degree or equivalent

Tools

Microsoft Office Suite

Google collaboration tools

Adobe Acrobat

Zoom

Job description

Mission Statement

We advance health to serve Michigan and the world.

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

Michigan Medicine is seeking a highly effective Administrative Specialist Intermediate to provide administrative support to the Administrative Director and the Senior Nursing Director of the Troy campus. This position manages a wide range of administrative functions to ensure leaders' time is effectively allocated and they have the information and materials needed to advance key organizational priorities.

This position will directly report to the Administrative Director with an indirect reporting relationship to the Administrative Specialist Senior of the Troy campus.

The ideal candidate will excel in coordinating complex meetings and calendars while consistently demonstrating accuracy, efficiency, and a strong commitment to customer service. The position supports the development of leadership communications and presentations, provides foundational project management support, collects, organizes, and synthesizes basic data, and assists with recruitment and onboarding. The Administrative Specialist Intermediate must handle confidential and sensitive matters with discretion and sound judgment.

The Administrative Specialist Intermediate provides professional administrative services by applying broad expertise across healthcare administration, operations, finance, human resources, regulatory compliance, and related professional fields. The position independently leads complex assignments and technical or operational investigations; analyzes, compares, and evaluates courses of action; and advises on matters of significance that substantially affect business operations. The role operates with considerable independence under general supervision and applies broad knowledge across related fields to advance campus and departmental priorities.

Responsibilities

Essential Functions

• Provide broad administrative support, including calendar management; priority management; drafting, editing, and proofreading documents; and preparing meeting agendas, materials, and minutes.
• Conduct payroll reconciliation and approvals for designated departments.
• Coordinate and schedule virtual and in-person meetings involving multiple participants with challenging availability, ensuring timely communication and complete logistical support, including agendas, audiovisual needs, presentation materials, and meeting documents.
• Organize and manage meetings with external stakeholders and community partners, serving as a professional representative of Troy Campus leadership.
• Coordinate recruitment logistics for site leaders and support the onboarding of leaders and staff joining the Troy Campus.
• Provide leaders with essential background information before meetings, ensuring they are fully briefed on objectives, context, and participant roles.
• Monitor and manage the flow of issues, initiatives, and projects requiring immediate attention or strategic preparation in support of key priorities.
• Assist in preparing presentation materials by gathering information from multiple sources, following required templates, and ensuring timely submission to committees or governing bodies.
• Support internal communications by drafting content, proposing revisions, and assisting with sensitive correspondence.
• Perform data entry and maintain data and issue-tracking systems for assigned initiatives and projects.
• Process reimbursements and prepare expense reports for leadership purchasing card and out-of-pocket expenses.
• Coordinate travel arrangements, including itineraries, agenda packets, and related travel documentation.
• Exercise sound judgment and independence in daily responsibilities, interpreting, communicating and applying organizational policies and Standard Practice Guidelines.
• Provide administrative support to central departments and serve as a liaison for vendors and external tenants to facilitate communication, access, service coordination, and resolution of operational needs.
• Coordinate and maintain supply ordering and inventory.
• Manage Blue Folder employee files in accordance with applicable confidentiality, recordkeeping, and retention requirements.
• Serve as the primary point of contact for contractual services and support contract administration, management, and enforcement, including coordinating with internal stakeholders and service providers, monitoring performance and compliance with contractual requirements, maintaining related documentation, escalating concerns, and supporting the timely resolution of service or performance issues.
• Perform other duties as assigned.

Required Qualifications

• Bachelor?s degree or an equivalent combination of skills and experience.
• Five or more years of relevant administrative experience.
• Successful work history demonstrating effective process management and management of multiple complex tasks.
• Excellent computer skills with strong working knowledge of Microsoft Office Suite, Google collaboration tools, and Adobe Acrobat.
• Working knowledge of Zoom and other video conferencing tools.
• RESUME AND COVER LETTER REQUIRED (for both internal & external applicants). Applicants must attach an accurate resume and cover letter to be fully considered for this position.

Skills You Have

Key Competencies

• A flexible, customer-focused, and solutions-oriented mindset with a strong commitment to collaborative work.
• Excellent interpersonal skills and the ability to engage effectively with a diverse range of individuals within and outside the University and across all organizational levels.
• Demonstrated experience partnering with multiple stakeholders at varying levels of responsibility.
• Proven ability to work independently, learn quickly, deliver high-quality results, and meet deadlines in a fast-paced, rapidly evolving environment.
• Strong attention to detail and excellent organizational, interpersonal, verbal, and written communication skills.
• Demonstrated ability to manage multiple assignments and projects while balancing competing priorities and deadlines.
• A strong work ethic and positive, professional demeanor, with effective planning skills and the ability to prioritize tasks and solve problems efficiently and proactively.

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

• Hours/FLSA Status: Full-time; Exempt.
• Shift: Shift and hours will vary based on unit needs. Day shift, Monday - Friday 8am-5pm.

Work Locations

• Location: Troy Medical Campus ? Onsite with hybrid work flexibility at the discretion of the leader.

Additional Information

The Troy Medical Campus will be University of Michigan Health?s first clinical presence in the Oakland County market. We are building a state-of-the-art specialty care campus in the heart of Troy where a deeply human commitment to personalized care will come together with world-class expertise, cutting-edge therapies, and a legacy of more than 175 years of transformative research to help patients and families in Oakland County ? and beyond ? find their Michigan Answers. The campus will feature two outpatient facilities with over a dozen specialty programs including Cancer services, Musculoskeletal/Sports Medicine, and Reproductive Medicine as well as a surgery/procedure center, comprehensive imaging services, laboratory, pharmacy and therapy services. The campus is conveniently located near I-75, is surrounded by popular shopping and dining and features free parking, on-site cafe, with facilities committed to sustainable, environmentally responsible practices.

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.