CF Center Administrative & Scheduling Specialist

University of Michigan; Ann Arbor (MI); Hybrid; USD 42,000 - 64,000; Full time

Job summary

The University of Michigan's Pediatric Pulmonary Division seeks an organized administrative professional to support faculty, CF Center Director, nursing staff and Project Manager. Primary duties include scheduling, travel arrangements, reimbursement processing, and maintaining records and CVs.

The role covers CF Center events, observer coordination, outreach tracking, and day-to-day office operations, requiring clear communication and discretion with confidential information.

Qualifications

• Minimum of 2 years administrative experience involving scheduling, coordination, records, or expense processing, event planning and foreign travel arrangement.
• High School Diploma/GED
• Ability to organize competing priorities, meet deadlines, and maintain accurate records as schedules and requests change.
• Clear written and verbal communication, sound judgment, and discretion with confidential information.
• Ability to work independently and collaboratively and adapt to changing operational needs.
• Proficiency with office productivity software and the ability to learn scheduling and administrative systems.

Responsibilities

• Faculty administrative support: Manage calendars, coordinate meetings and travel, reconcile expenses, and process reimbursements. Provide backup scheduling support. Maintain faculty CVs in M-CV and assist with editing/presentation materials.
• Clinical scheduling: Maintain faculty clinic, on-call, and time-away schedules in QGenda. Record bronch procedures and update cancellations. Coordinate vacations and clinic schedules using SmartSheets, Qgenda, and templates. Process mileage reimbursements for offsite clinics.
• Faculty recruitment and onboarding: Coordinate interviews, calendars, recruitment logistics, job postings, offers, onboarding, and account requests.
• CF Center and event support: Administrative support for center activities, meetings, conferences, reimbursements, and stored-value card reconciliation; maintain records and follow up on documentation.
• Observers and outreach: Coordinate visiting observers and student-shadowing requests, maintain training records, track outreach PFT readings, and coordinate reimbursements.
• Division and office operations: Maintain phone lists and org charts, record meeting minutes, coordinate equipment/service, and manage mail/laundry logistics.

Skills

Administrative experience

Scheduling coordination

Event planning

Foreign travel arrangement

Education

High School Diploma/GED

Job description

The University of Michigan's Pediatric Pulmonary Division seeks an organized administrative professional to support faculty, CF Center Director, nursing staff and Project Manager. Primary duties include scheduling, travel arrangements, reimbursement processing, and maintaining records and CVs.

The role covers CF Center events, observer coordination, outreach tracking, and day-to-day office operations, requiring clear communication and discretion with confidential information.