Administrative Specialist Associate

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.

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.

Who We Are

The Medical School Business Operations team is seeking an experienced and highly organized Administrative Specialist to join our dynamic, highly functioning, and collaborative team of professionals. We provide project management and recruitment support, among other responsibilities, to the Office of the Dean and the greater medical school. Our team is dedicated to delivering high-quality services and results. We value innovation, efficiency, excellence, and above all, teamwork.

We are committed to fostering a caring, inclusive, and diverse environment and encourage people from all backgrounds to apply, including but not limited to those in underrepresented racial and ethnic minorities, veterans, people with disabilities, gender non-conforming individuals, and those from the LGBTQ+ community. We look forward to receiving applications from anyone who is motivated to contribute to our mission and vision.

Responsibilities*

What You'll Do

As an Administrative Specialist you will play a crucial role in ensuring the smooth operation of our search function. This will include supporting our team in leadership recruitment by providing superior customer service to all levels of the institution and our guests. You will be responsible for optimizing the time of key executives and team members by coordinating complex itineraries and travel arrangements, scheduling meetings, hosting internal and external guests for onsite recruitments visits, arranging hosting venues, and anticipating potential conflicts. While this role functions primarily as recruitment support, you will also have the opportunity to participate in a variety of other projects such as departmental reviews and Medical School-wide events.

• Complex Scheduling: Efficiently and strategically build meeting schedules using limited availability from senior executives and stakeholders.

• Coordination: Arrange and schedule meetings, both internal and external, ensuring all participants are informed of the details and have necessary resources in place.

• Hosting: Assist with recruitment and guest visits, including helping to navigate facilities, keep meetings and events on schedule, and provide guests with an exceptional experience.

• Communication: Facilitate communication between executives, team members, clients, and other stakeholders, keeping them informed of schedule changes and updates in a timely manner.

• Travel Arrangements: Coordinate complex travel itineraries, including flights, accommodations, ground transportation, and other logistics as required.

• Event Planning: Assist in organizing events, seminars, and symposia, ensuring all logistical details are well-managed.

• Documentation: Prepare and maintain records, reports, and presentations related to scheduling activities and other administrative tasks.

• Reconcile: Process expense reports and other financial transactions; reconcile P-card expenses, gathering required information and ensure that receipts are in order and accounted for appropriately.

• Project Coordination: Assist in the coordination of projects as assigned by the Lead Project Manager, either individually or as a member of the project team; anticipate and track critical dates, events, and organizational issues for follow up with appropriate parties to ensure deadlines are met and the team is informed.

• Collaboration: Engage and participate in other duties and activities as a member of the greater Medical School Business Operations Team and the Office of the Dean.

Required Qualifications*

• Bachelor's degree or an equivalent combination of education and experience.

• 3 years of progressive administrative support experience.

• Exceptional interpersonal skills with the ability to work independently and take initiative within a team with minimal supervision.

• Excellent written and verbal communication skills to liaise with individuals at all levels.

• Strong organizational skills and the demonstrated ability to manage multiple, competing scheduling assignments, and build complex and detailed itineraries with a high attention to detail.

• Ability to handle sensitive information with the utmost confidentiality and professionalism.

• High degree of problem-solving skills to anticipate and address challenges effectively and efficiently.

• Highly reliable, flexible, and resilient, with the demonstrated ability to adapt to changing priorities and willingness to take on new responsibilities as needed.

Work Schedule

Day shift. This position will be required to occasionally work non-traditional work hours to staff recruitment visits, meetings, and events (advance notice will be provided).

Work Locations

Position is hybrid with the expectation that some onsite works days will be required. The onsite workdays will fluctuate to accommodate the varying needs of the department and team.

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.

Job Detail

Job Opening ID

250805

Working Title

Administrative Specialist Associate

Job Title

Admin Specialist Assoc Health

Work Location

Ann Arbor Campus

Ann Arbor, MI

Full/Part Time

Full-Time

Regular/Temporary

Regular

FLSA Status

Nonexempt

Organizational Group

Medical School

Department

MM Executive Administration

Posting Begin/End Date

6/25/2024 - 7/09/2024

Career Interest

Administration

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