Executive Assistant Sr Hlth

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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

Provide highly responsible independent administrative support for the Chief Strategy Officer of Michigan Medicine, as well as provide additional support on an ad hoc basis for other senior members of the Department of Strategy.

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*

Duties include:

• Perform advanced, diversified, and confidential administrative duties requiring broad and comprehensive experience, skill and knowledge of organization policies and practices.
• Provide complex calendar management, exercising discretion and judgment to analyze and appropriately prioritize complicated and challenging schedules; responding to frequent changes in schedules; screening the purpose of meeting requests; setting priorities when there is a conflict; obtaining information with regard to the meeting and providing Chief Strategy Officer with background information needed for meetings.
• Coordinate complex travel arrangements including booking speaking engagements, conference and meeting registrations, hotel, flight, ground transportation reservations and processing associated travel reimbursements.
• Manage and create expert correspondence and communication (verbal, written, and e-mail) using independent judgment, and requiring a high degree of confidentiality, discretion, and professionalism, including some independent interpretation when typing draft dictations.
• Screen/triage telephone calls and visitors.  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.
• Provide high-level, pro-active support for executive 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 and to prep for subsequent meetings. Prepares and distributes minutes of meetings, supports proactive management of attendees to ensure quorum for effective meetings.
• Manage confidentiality of electronic signature and assists with execution of contracts requiring Chief Strategy Officer signature, following established protocol to maintain legal integrity.
• Liaison with key internal and external professionals on behalf of the Chief Strategy Officer and the Department of Strategy Department.
• Occasional travel to Michigan Health System affiliate sites, ability to flex to different work locations as needed to support the work of the Chief Strategy Officer.
• Collaborate effectively with other administrative professionals with the Department to coordinate and cross-cover during periods of staff absences.
• Serve as a liaison with HR and Finance on behalf of the Department.

Required Qualifications*

• Bachelor's degree or equivalent combination of education and experience.
• Minimum 5 years of progressive administrative experience.
• Strong proficiency in the use of computers including standard applications including Zoom, Teams, Excel, Word, PowerPoint and Outlook.
• Attention to detail and follow-through and meeting deadlines with time management and multitasking skills in required.
• Must be proactive and demonstrate initiative in completing work independently within the scope of the role.
• Ability to work independently as well as part of multiple teams.
• Excellent interpersonal skills with a dependable attendance record as well as strong follow-through and organizational skills are required. 
• Excellent written and verbal communication skills with a high degree of interpersonal skills, including the aptitude to initiate and/or draft correspondence.  Knowledge of University policies and procedures preferred.
• Ability to work in a dynamic environment and respond quickly to requests that arise
• Demonstration of progressively responsible administrative support experience.

Desired Qualifications*

• Masters or pursuant of Master's degree preferred.
• Strong proficiency in the use of computers including standard applications such as Concur and M-Pathways. 
• Experience with P-Card reconciliation and procurement processes.
• Experience in financial reconciliation and travel/hosting expense reports.
• Demonstrated experience with leading a project or seeing a project through completion.
• Knowledge of University policies and procedures preferred.
• Executive presence and professionalism.
• Highly collaborative, team-oriented work ethic.
• A desire to learn and grow.

Work Locations

Work is hybrid and will require some in person reporting.

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.