Lead Administrative Specialist – Faculty Scheduling

Michigan Medicine; Ann Arbor (MI); Hybrid; USD 65,000 - 85,000; Full time

Job summary

Michigan Medicine is seeking an experienced administrative professional to act as the lead coordinator for the Electrophysiology (EP) scheduling within the Division of Cardiovascular Medicine. The role requires initiative, discretion, and strong calendar management across multiple sites, with collaboration across faculty and staff.

You will independently maintain CVs and biosketches, plan events, prepare minutes, and draft communications.

Qualifications

• Bachelor’s degree or equivalent with 5+ years of work experience.
• Outstanding organizational skills and attention to detail.
• Ability to prioritize and manage multiple tasks with competing deadlines.
• Works well independently and in collaboration with faculty and staff.
• Adaptable to different working styles and personalities.
• Excellent verbal and written communication skills.
• Proficient in Microsoft Word, Excel, Adobe, Google, and Outlook.
• Positive, customer service attitude.

Responsibilities

• Provide comprehensive administrative support to 8 Cardiovascular faculty, including scheduling across multiple locations.
• Maintain and update calendars and manage complex scheduling using MiHeart, Outlook, and QGenda.
• Lead planning and execution of faculty events, guest visits, and symposia; prepare agendas and minutes.
• Draft, edit, format and proofread internal and external correspondence, reports, and presentations.
• Support credentialing and promotion documentation for faculty; manage travel itineraries and reimbursements.
• Own and manage the EP quarterly schedule, ensuring alignment with clinical obligations and FTE allocations.
• Coordinate travel, accommodations and expense reporting for domestic and international meetings.
• Assist with coverage for other administrative staff during absences and contribute to special projects.

Skills

Organizational skills

Prioritization

Communication (verbal and written)

Teamwork

Microsoft Word/Excel

Google/Outlook

Education

Bachelor's Degree or equivalent + 5+ years experience

Tools

MiChart

Chrome River

Elements

Zoom

Teams

M-Pathways

Job description

Michigan Medicine is seeking an experienced administrative professional to act as the lead coordinator for the Electrophysiology (EP) scheduling within the Division of Cardiovascular Medicine. The role requires initiative, discretion, and strong calendar management across multiple sites, with collaboration across faculty and staff.

You will independently maintain CVs and biosketches, plan events, prepare minutes, and draft communications.