Administrative Partner to the Sr. Director of Executive Administration and BSSP Program Coordinator

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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

As an Administrative Specialist you will play a crucial role in supporting the Biological Science Scholars Program through recruitment, candidate outreach, interaction with stakeholders, event planning, expense management, and other support. 

This position also provides support to the Senior Director of Executive Administration through calendar management, meeting support, and travel and expense reporting. In addition, you will collaborate with the greater business operations team, as needed, to assist with ongoing functions such as leadership recruitment, internal and external review support, and other related duties. 

Department Summary:

The Medical School Business Operations team provides project management and recruitment support, among other responsibilities, to the Office of the Dean/EVPMA and the greater medical school. We are a dynamic team of professionals committed to excellence in all that we do. Our team is dedicated to delivering high-quality services and results. We value innovation, efficiency, and above all, teamwork. We are seeking an experienced and highly organized Administrative Specialist to join our team. Our team works on a hybrid basis with varying time onsite. 

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.

Responsibilities*

• Complex Scheduling: Efficiently manage the calendars of senior executives and team members, balancing various appointments, meetings, conferences, and events.
• Coordination: Arrange and schedule meetings, both internal and external, ensuring all participants are informed of the details and have necessary resources in place.
• 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, accommodation, 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.
• Support: Provide additional administrative support including agenda development, managing email correspondence, answering phone calls, and handling office-related tasks as needed.
• Reconcile: Process Concur reports and other financial transactions; reconcile P-card expenses, gathering required information and ensuring that receipts are in order and accounted for appropriately.
• Collaborate: Engage and participate in other duties and activities as a member of a highly functioning team that collaborates and supports each other in an inclusive and caring environment.

Required Qualifications*

• Strong critical thinking, analytical, and problem-solving skills
• Detail-oriented with excellent organizational skills and the ability to manage multiple tasks and competing priorities at once
• Excellent written, and verbal skills
• Ability to work effectively with individuals at all levels and varying backgrounds both within and outside of the organization.
• Computer literacy with proficiency in MS Office products (Word, Excel, PowerPoint), Google Suite, and other web-based applications

Senior - Bachelor's degree and 5-8 years' experience in an administrative role, or equivalent combination of education and work experience with a demonstrated ability to perform high-level quality work. Able to work independently with minimal supervision.

Intermediate - Bachelor's degree and 3-5 years' experience in an administrative role, or equivalent combination of education and work experience with a demonstrated ability to perform high-level quality work. Able to work independently with structured work assignments, and able to recognize the need for appropriate guidance when facing more complex tasks.

Work Locations

Hybrid work - some onsite expectation

Underfill Statement

This position may be underfilled at a lower classification depending on the qualifications of the selected candidate.

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.