RISE Administrative Specialist

Michigan Medicine; Ann Arbor (MI); Hybride; USD 60 000 - 75 000; Plein temps

Avantages offerts par ce poste

Health insurance

Retirement match

Résumé du poste

Michigan Medicine seeks an Administrative Specialist Associate to provide high-level administrative support to the Research, Innovation, Scholarship, and Education (RISE) program and executive leadership.

The role supports initiatives such as Innovator Development, Evaluation and Assessment, and collaboration with the Academy of Medical Educators, applying strong project-management and process-improvement skills.

Qualifications

• Bachelor's degree or equivalent combination of education and experience in an administrative or related role.
• Minimum of 5 years of relevant administrative experience, preferably in higher education or healthcare.
• Demonstrated ability to manage diverse administrative workflows and prioritize competing demands in a fast-paced environment.
• Excellent written and verbal communication skills, including report writing and professional correspondence.
• Proficiency with Microsoft Office, Adobe Acrobat, and Google applications; familiarity with enterprise systems is a plus.

Responsabilités

• Coordinate meetings: agendas, materials, space, A/V and follow-up actions.
• Manage purchasing and payment activities: PCard reconciliation, expense processing, vendor payments, and travel reimbursements.
• Plan and execute unit events (workshops, conferences) from planning to follow-up.
• Arrange travel, itineraries, and lodging for staff.
• Draft, format, and proofread letters using templates; obtain approvals and distribute final documents.
• Maintain SOPs, program calendar, templates, and administrative records.

Connaissances

Administrative coordination

Project management

Communication

Policy documentation

Microsoft Office

Formation

Bachelor's degree in admin/related field

Outils

Microsoft Office

Adobe Acrobat

Google applications

Emburse Enterprise

M-Pathways

PeoplePay

Description du poste

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 Administrative Specialist Associate serves as a key administrative resource for Research, Innovation, Scholarship, and Education (RISE), providing comprehensive support to the Executive Director, Program Director, faculty, and staff. This position plays an essential role in supporting initiatives such as the Innovator Development Program, the Evaluation and Assessment, and the partnership between RISE and the Academy of Medical Educators. The individual is expected to apply strong project-management and administrative expertise, exercise independent judgment, foster effective teamwork, and contribute to process improvements that strengthen organizational effectiveness and advance RISE?s mission.

Provide high-level administrative support to Research, Innovation, Scholarship, Education (RISE)

• Coordinate meetings develop and distribute agendas and supporting materials; reserve space and coordinate audiovisual, technology, and other resources; document key decisions, and action items; assign and track follow-up responsibilities; and support completion of deliverables.
• Manage RISE purchasing and payment activities, including PCard reconciliation, expense processing, funding transfers, honoraria, vendor payments, and travel reimbursements. Review supporting documentation for accuracy, completeness, timeliness, and compliance with university policies and procedures. Maintain organized records and resolve discrepancies.
• Coordinate unit events (e.g., workshops, conferences, and community-building activities) from initial planning through post-event follow-up including registration, catering, event materials, audiovisual equipment, and facilities support, accessibility needs, guest communications, and on-site logistics and anticipate and address operational needs.
• Coordinate travel arrangements, prepare travel itineraries, make travel and hotel reservations.
• Drafts, prepares, formats, and proofreads letters using established templates and guidelines; verifies accuracy, obtains required approvals and signatures, and distributes finalized documents.
• Manage and maintain the Standard Operating Procedures manual, annual program calendar, templates, and administrative records.

Provide administrative support to the Evaluation & Assessment (E&A) team.

• Document and track RISE data, action items, responsibilities, milestones, and deadlines; monitor progress and support timely follow-up.
• Create and administer Google Forms for applications, evaluations, event registration, surveys, and related activities. Ensure links and resources remain accurate and functional, and maintain standardized, accessible electronic systems.
• Apply generative artificial intelligence and other appropriate tools to streamline administrative processes and support accurate report development.

Provide administrative and faculty support to the Innovator Development Program.

• Coordinate monthly workshops: compiling training materials, scheduling meeting spaces, arranging refreshments, communicating with invited guests, CME application, ordering supplies and remediation follow-up.
• Schedule and coordinate monthly individual meetings between Innovators and members of the RISE Core Team. Maintain accurate calendars and participant records, confirm attendance, prepare and distribute relevant materials.

Develop and maintain reliable systems to track each Innovator?s attendance, assignments, milestones, remediation requirements, and progress toward certificate eligibility. Regularly verify the accuracy and completeness of records, communicate outstanding requirements and deadlines, prepare progress reports for program leadership, and coordinate final confirmation and certificate distribution.

Support RISE and the Academy of Medical Educators Collaboration

• Coordinate Council meeting and other events including scheduling, invitations, attendance tracking, agenda development, and the timely distribution of supporting materials. Reserve meeting spaces and coordinate audiovisual, technology, and other operational resources; document key discussions, decisions, and action items; assign and monitor follow-up responsibilities; and maintain organized meeting records

Required Qualifications

• Bachelor's degree or an equivalent combination of education and progressive experience in an administrative or related role.
• Minimum of 5 years of relevant experience in an administrative role, preferably in a higher education or healthcare setting.
• Demonstrated ability to independently organize and manage large and diverse administrative workflows, optimize processes for efficiency, and effectively prioritize competing demands in a fast-paced environment.
• Excellent written and verbal communication skills, including report writing, presentation, professional correspondence and policy documentation.
• Proven ability to exercise independent judgment and employ advanced reasoning skills.
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook), Adobe Acrobat, Google applications.
• Experience with enterprise systems such as Emburse Enterprise, M-Pathways, and PeoplePay is preferred.
• Proven ability to handle sensitive and confidential matters with discretion and professionalism.

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.

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. This job may be removed from posting boards and filled anytime 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.