Executive Assistant Sr Hlth

Michigan Medicine; Ann Arbor (MI); Hybrid; USD 52,000 - 78,000; Full time

Job summary

Michigan Medicine is seeking an experienced administrative professional to support key faculty leaders in the Department of Radiation Oncology. This role involves high-level administrative tasks in a clinical environment, with 2–3 in-person days per week and the balance remote.

The position requires five years of experience in academia, an associates degree or equivalent, and strong skills in communication, discretion, and calendar management.

Qualifications

• Associates Degree or equivalent education and experience.
• Minimum of five years of administrative experience in an academic setting.
• Ability to handle sensitive information with discretion and maintain confidentiality.
• Strong organizational skills and ability to work independently and multitask.

Responsibilities

• Schedule clinical rotations, calendar management, and clinic closures.
• Transcription for treatment and research activities.
• Maintain multiple calendars (Outlook, QGenda).
• Coordinate meetings, prepare presentations, and take minutes.
• Arrange travel, itineraries, and hosting forms.
• Reconcile expenses using Emburse and Pcard statements.

Skills

Office administration

Multitasking

Customer service

Discretion

Communication

Time management

Education

Associates degree or equivalent

Tools

Microsoft Office 365

Outlook

QGenda

MiChart

Emburse

Elements

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 Radiation Oncology is hiring an administrative professional to support key faculty leaders, including our Department Chair and our Faculty Affairs Manager. This position provides a unique opportunity to perform high-level administrative support in a clinical environment. We anticipate this position will require 2 to 3 in-person days per week, with the balance remote. Functional supervision will be provided by our Administrative Manager.

Responsibilities*

• Schedule / communicate clinical rotations, doctor of the day calendar, clinic closures.
• Treatment and research related transcription.
• Maintain multiple calendars including Outlook and QGenda.
• Coordinate meetings, prepare PowerPoint presentations, facilitate video conferencing and take minutes.
• Prepare itineraries, agenda packets and travel arrangements.
• Prepare Travel & Hosting Forms.
• Work within Emburse to reconcile accounts, Pcard statements and create expense reports.
• Triage phone calls according to prescribed protocol.
• Receive and distribute mail. Special project work as specified.
• Provide backup support to faculty and other administrative support staff as needed.

Required Qualifications*

• Associates Degree or an equivalent combination of education and experience.
• A minimum of five years of administrative experience within an academic institution.
• Excellent interpersonal skills and the ability to manage complicated or time-sensitive situations.
• Ability to handle sensitive information and operate with discretion.
• Excellent organizational skills and the ability to work independently.
• Must be able to multitask and to organize and manage time efficiently.
• Good telephone etiquette with ability to triage calls as appropriate.
• Positive attitude with a focus on customer service.
• Proficiency with MircoSoft Office 365 and Outlook.
• Must be able to interact with a diverse group consisting of faculty, physicians, researchers, residents, affiliates, vendors, patients, and peers.
• Discretion with regard to confidential information.

Desired Qualifications*

• At least two years of experience in an academic medical center setting.
• Experience with QGenda.
• Experience with MiChart, Emburse, Elements and knowledge of University of Michigan policies and procedures, preferred.

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

Monday through Friday; 8:00 - 5:00 w/ 1 hour lunch

Schedule subject to change as the needs of the Chair or the Department dictate.

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.