A cover letter is required for consideration for this position and should be attached as the first page of your resume. The cover letter should address your specific interest in the position and outline skills and experience that directly relate to this position.
The mission of Michigan Medicine is to create the future of healthcare through the discovery of new knowledge for the benefit of patients and society; educate the next generation of physicians, nurses, health professionals and scientists; and serve the health needs of our citizens. Michigan Medicine refers to the university´s academic medical center which includes all of the patient care, education and research areas, and ranks as one of the top academic health centers in the country.
This position is a member of the Office of the Executive Director (OED), University Hospital and Frankel Cardiovascular Center (UH/CVC). The person in this role will support the administrative activities of the UH/CVC Associate Chief Clinical Officer (ACCO), as well as work together with the OED administrative team to provide overall support to the administrative and operational functions of the UH/CVC OED.
The successful candidate in this role will be responsible for supporting the administrative work of the UH/CVC ACCO and the OED executive-level leadership team by working together with the OED administrative support team to ensure the overall successful administrative function of the UH/CVC Office of the Executive Director. It is expected that this role will have a strong customer service focus, and that she/he will represent the UH/CVC ACCO and the OED in a professional manner, requiring the confidence, competence and discretion to interact on a daily basis with UMHS leadership, departmental customers, and administrative professional peers. This position involves a high degree of flexibility, requiring the ability to work proactively, both independently and as part of a team, with initiative and creativity. The person in this role is joining a team whose foundation is based upon the UMHS Values of Caring, Teamwork, Innovation, and Trust, and will be expected to adopt and follow these values as he/she executes the responsibilities of this role.
Support the administrative responsibilities of the UH/CVC ACCO and the OED through the execution of administrative and operational activities of the office which include , but are not limited to:
Perform advanced, diversified, and confidential administrative duties in support of the administrative responsibilities of the UH/CVC ACCO, along with the UH/CVC OED, and executive leadership team, requiring broad and comprehensive experience, outstanding interpersonal skills and independent judgment based upon experience.
Manage correspondence and communication (verbal, written, and e-mail) using independent judgment, and requiring a high degree of confidentiality, discretion, and professionalism.
Provide complex calendar management, exercising discretion and judgment to analyze and appropriately prioritize complicated and challenging calendars
Provide high-level, pro-active support for executive and other key meetings, including scheduling, meeting material and agenda content tracking and preparation, attending meetings and taking minutes and/or notes, tracking action items and decisions made, and generating all necessary follow-up correspondence to ensure work is completed as appropriate to support related meeting business, projects and/or phases of associated projects, and to prep for subsequent meetings
Develop, execute and manage a plan for coordinating UH/CVC OED directed events, retreats, and site visits as needed, including timeline development, action items, budget planning and reconciliation, logistics, agenda planning and catering
Responsible for defined parts of small projects or phases of larger projects in support of the OED and/or UH/CVC segment initiatives
Resolve routine and complex inquiries from inception to resolution, including those regarding highly confidential matters and urgent/emergent operations issues, in a timely and efficient manner
Screens/triaging telephone calls and visitors
Provide administrative coverage for Executive Director, Chief Nursing Officer, and Associate Hospital Directors as required
Coordinates all aspects of business travel itineraries and arrangements as business necessitates
Provide and coordinate information and materials for upcoming presentations and/or analysis
Assists with designing, editing, and reviewing presentation materials for content, grammatical, and/or presentation style correction, ensuring that deadlines are met and all materials required are correct and assembled
Accesses, understands, and appropriately utilizes UM proprietary database/software systems (M-Pathways, Finance BI (Oracle), Concur, PDS3, MReports, etc.)
Reconcile P-Cards and other expense reports
Represent the department by attending and participating in unit events and/or serving as OED representative/liaison in institutional programs across the clinical enterprise
Other responsibilities and/or projects as assigned
Associate or Bachelor’s degree or an equivalent combination of education and experience with at least four to five years of executive-level administrative office experience supporting executive leaders and initiatives including those with large scope, timelines, and budgets
Demonstrated ability to work independently, showing sound judgment based upon experience, as well as the capability to work as part of a diverse team in a professional and collaborative manner
Ability to analyze, compare, and evaluate various courses of action, and make independent decisions on matters of significance free from immediate direction.
Experience with project coordination and support
Must be able to analyze, manage and appropriately prioritize scheduling for extremely busy high-level calendars
Ability to assess competing priorities, manage workflow, and meet operational deadlines.
The skill to handle confidential materials and situations with professionalism, sensitivity and discretion is required.
Exceptional customer service skills and professional demeanor
Excellent written and verbal communication skills with a high degree of interpersonal skills
Exemplary attention to detail with strong proof reading and grammar skills
Demonstrated strong Microsoft Office (Outlook, Word, PowerPoint, Excel) skills
Familiarity with a broad range of UM proprietary applications such as Concur, Finance BI, M-Pathways
Demonstrated knowledge and experience within the University of Michigan Health System
Must be flexible, resourceful, and work well under pressure
Associate or Bachelor's Degree
The scheduled work hours for this position are M-F, 8-5 p.m.
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.
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.
The University of Michigan is an equal opportunity/affirmative action employer.
A great university is made so by its faculty and staff, and Michigan is recognized as one of the best universities to work for in the country. The Michigan culture is known for engaging faculty and staff in all facets of the university to create a workplace that is vibrant and stimulating.For two consecutive years, the Chronicle of Higher Education has placed U-M in its "Great Colleges to Work For..." survey. In particular, the university earns high marks for strong relations between faculty and administrators, a collaborative system of governance, strong pay and benefits, and a healthy work/life balance.