Executive Administrative Specialist, Hybrid (Troy Campus)

University of Michigan; Ann Arbor (MI); Hybride; USD 65 000 - 90 000; Plein temps

Résumé du poste

University of Michigan Health is seeking an Administrative Specialist Intermediate to provide broad administrative support to campus leaders at the Troy Campus. The role includes calendar management, meeting coordination, onboarding support, and preparation of materials for leadership communications.

The ideal candidate will have a Bachelor's degree and at least five years of administrative experience, strong software skills (MS Office, Google tools, Adobe Acrobat, Zoom), and a proven ability to

Qualifications

• Bachelor's degree or equivalent combination of skills and experience.
• Five or more years of relevant administrative experience.
• Strong process management and ability to juggle multiple tasks.
• Proficient in Microsoft Office, Google tools, and Adobe Acrobat.
• Experience with Zoom and video conferencing.
• Resume and cover letter required.

Responsabilités

• 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.

Connaissances

Calendar management

Document editing

Customer service

Data entry

Travel coordination

Communication skills

Confidentiality

Formation

Bachelor's degree or equivalent

Five+ years of relevant administrative experience

Outils

Microsoft Office Suite

Google Workspace

Adobe Acrobat

Zoom

Description du poste

University of Michigan Health is seeking an Administrative Specialist Intermediate to provide broad administrative support to campus leaders at the Troy Campus. The role includes calendar management, meeting coordination, onboarding support, and preparation of materials for leadership communications.

The ideal candidate will have a Bachelor's degree and at least five years of administrative experience, strong software skills (MS Office, Google tools, Adobe Acrobat, Zoom), and a proven ability to