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Job No. 148983

  • Job Title:
  • Admin Specialist Inter Health
  • Employer:
  • University of Michigan-Ann Arbor
  • Location:
  • Ann Arbor , MI
  • Posting Date:
  • 16-Mar-2023
  • Description:
  • Summary

    The Dean’s Office/Office of the Executive Vice Dean for Academic Affairs (EVDAA) at the University of Michigan Medical School is seeking a qualified Administrative Specialist Intermediate. This position serves as a member of the Dean’s Office and directly supports and reports to the Academic Chief of Staff (ACOS). In addition, this role works together with the Executive Assistant to the the EVDAA to provide overall support to the administrative and operational functions of the Office of the EVDAA as well as the greater University of Michigan Medical School.

    The ideal candidate for this position thrives within areas of ambiguity, is a fast learner and collaborative team member, pays meticulous attention to detail, excels at working on multiple projects, and adapts quickly to changing priorities. The candidate consistently meets or exceeds deadlines, remains dedicated to following tasks through to completion, and has demonstrated an aptitude for organization with a high level of accuracy, efficiency, and customer service.

    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.


    Administrative Support

    Perform advanced, diversified, and confidential administrative duties requiring outstanding interpersonal skills and independent judgment.
    Provide responsible and anticipatory calendar management, including organizing schedules, setting priorities when there is a conflict, and obtaining/sending materials in advance.
    Manage correspondence and communications with a high degree of confidentiality, discretion, and professionalism.
    Assist with creating, editing, and reviewing materials for content, grammar, and/or presentation style.
    Document and maintain processes and procedures, inclusive of electronic storage, to promote efficient and accurate work.
    Provide assistance and back-up coverage to the Executive Assistant to the EVDAA as well as other administrative roles, as necessary.
    Meeting, Project, and Event Support

    Serve as the administrative lead for the planning and implementation of activities of defined groups (e.g., councils, working groups) and events (e.g., town halls), including tracking potential agenda items, drafting agendas, gathering and distributing materials in advance, ordering catering, preparing meeting rooms, attending meetings, taking and distributing meeting notes, and generating necessary follow-up correspondence to ensure work is completed as appropriate.
    Facilitate the scheduling of virtual and in-person meetings with multiple attendees and provide logistical (e.g., AV) and administrative support (e.g., preparation of materials).
    Coordinate and/or provide project support for defined projects or phases of larger projects; may be responsible for the management, performance, and completion of multiple concurrent projects.
    Track milestones, assist with task allocation and monitoring within those milestones, and monitor budgets and timelines to ensure project success.
    Plan and coordinate visits for faculty candidates, guest speakers, special visitors, symposia, and other events.
    Reconcile hosting/travel and procurement expenses.

    Perform other job-related duties as assigned.
    Required Qualifications*

    Bachelor’s degree, or equivalent combination of education and experience, with a minimum of five years of experience.
    Excellent interpersonal skills with the ability to interact with diverse people within and outside of the University, and at different levels of the institution, including executive officers, high-level administrators, faculty, staff, and learners.
    High degree of professionalism and use of sound judgment, discretion, and diplomacy at all times.
    Proficiency in computer software including Microsoft Office, and the ability to quickly learn new software (e.g., Qualtrics, Dropbox).
    Proven ability to pay meticulous attention to detail, with strong proof reading and grammar skills, to consistently produce accurate work.
    Outstanding organizational skills with the ability to maintain flexibility and meet deadlines while working on competing priorities.
    Ability to work collaboratively and independently to achieve high performance goals and meet deadlines in a fast-paced, rapidly changing environment.
    Demonstrated ability to actively listen to identify and elevate the needs of diverse stakeholders.
    Successful work history demonstrating effective process management or management of multiple complex tasks.
    Desired Qualifications*

    Experience with project management software and working with survey administrative tools.
    Experience working successfully as a member of a support team for executives in an academic or healthcare setting.
    Familiarity with University of Michigan systems, policies, and procedures.
  •  Contact information:
  • University of Michigan-Ann Arbor
  • Ann Arbor, MI 48109
  • United States
  • Employer's Website:
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