How to Apply

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.

Summary

The Division of Pulmonary & Critical Care Medicine is seeking an Administrative Specialist with advanced administrative skills to provide support to the PCCM faculty and administrative leadership team. The ideal candidate must exercise initiative, judgment and discretion, independent decision making and ability to prioritize work. This position requires a high degree of flexibility with the ability to work well individually and collaboratively within a team environment.

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.

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

Responsibilities*

Faculty support

• Provide administrative support for the Vice Chief of Research, Clinical Service Chief and Division Administrator
• Support PCCM Clinical Service chief - Quality initiatives, the Vice Chief of Research -Research clusters. Providing project coordination across our therapeutic areas. Schedule meetings, maintain project plan and metrics, monitor and track progress
• Primary support for the weekly Research conference
• Coordinate conferences, including reserving conference rooms, arranging zoom meetings, managing AV, assisting with conference materials, and attending meetings as needed to provide support and/or take minutes
• Plan and coordinate visits for faculty candidates, guest speakers, special visitors, symposia, and other events. Prepare itineraries. Coordinate domestic and international travel arrangements
• Coordinate annual research retreat

Divisional Support

• Provide highly responsible calendar management, including organizing complicated and challenging schedules, setting priorities when there is a conflict, and obtaining meeting information when required
• Execute complex travel arrangements (air/hotel/transportation) using Concur, including the preparation of itineraries, agenda packets, and other travel arrangements.
• Schedule, plan and coordinate meetings, conferences, and other appointments/engagements. Arrange catering and A/V equipment. Prepare agendas and distribute minutes. Provide complex calendar management with ability to prioritize challenging schedules.
• Procurement of goods/services using M-Pathways with responsibility for ensuring compliance within university guidelines. Prepare expense reports using the Concur expense management system and reconcile P-Card expenses.
• Maintain MCV and bio sketches
• Assist with completing absentee and clinic closing documentation via Qgenda
• Execute complex travel arrangements (air/hotel/transportation) using Concur, including the preparation of itineraries, agenda packets, and other travel arrangements

Required Qualifications*

• Bachelor's degree or Associate or equivalent combination of education and experience.
• Outstanding organizational skills and attention to detail.
• Proven ability to prioritize and manage multiple tasks with competing deadlines and work effectively with frequent interruptions.
• Works well both independently and in collaboration with faculty and staff as a team member.
• Ability to adapt to different working styles and personalities.
• Outstanding verbal and written communication skills.
• Excellent computer skills including Microsoft Word, Excel, PowerPoint, Outlook and reference management software.
• Positive attitude and customer service oriented.

Desired Qualifications*

• Ability to relate to varied audiences.
• Knowledge of university policies and procedures as well as university systems including Mpathways, Concur, MiChart, and Elements.
• Knowledge of/experience with QGenda
• Excellent computer skills including Microsoft Word, Excel, PowerPoint, and e-mail.
• Demonstrated ability to treat confidential and sensitive information in a discreet fashion.

Work Schedule

This position is Monday -Friday 800-500 - primarily remote, in office as needed

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 anytime after the minimum posting period has ended.

U-M EEO/AA Statement

The University of Michigan is an equal opportunity/affirmative action employer.

U-M COVID-19 Vaccination Policy

COVID-19 vaccinations, including one booster when eligible, are required for all University of Michigan students, faculty and staff across all campuses, including Michigan Medicine. This includes those working remotely and temporary workers. More information on this new policy is available on the U-M Health Response website or the UM-Dearborn and UM-Flint websites.