University of Michigan
Admin Specialist Senior Health
University of Michigan, Ann Arbor, Michigan, us, 48113
Admin Specialist Senior Health
Apply Now
Job Summary
This position in the Department of Computational Medicine & Bioinformatics provides executive administrative support to the Office of the Department Chair, including support of the Chair's departmental, university service activities, and professional research. This is a multi-faceted position in which the Executive Assistant functions in many roles to serve the needs of the Chair's Office, the department, and various Michigan Medicine Committees where the Chair is the leader. This role is also part of the department's executive team, which includes the Chief Department Administrator, the Graduate Program Directors and the Associate Chair for Research.
The Executive Assistant is the most visible and accessible representative of the Department Computational Medicine & Bioinformatics in matters concerning the Chair and the department as a whole. As such, public contact is a major function of the position, requiring extensive knowledge of department and university policies and procedures along with excellent interpersonal skills.
This position's major function is to provide administrative support for the Department Chair and, therefore, must be responsive to the dynamic needs of that office. The administrative specialist must be flexible in switching priorities as situations arise requiring immediate attention. Flexibility in work hours is sometimes necessary to meet deadlines or to make preparations for meetings. Some events require irregular hours due to after hour functions. Heavy workloads and time sensitive deadlines occur throughout the year (e.g. multiple faculty candidates interviewing for positions) and will require extended time at work.
This position is currently hybrid, 3-4 days of on-site support is expected when the Department Chair is present.
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*
Reviewing all incoming correspondence to the Chair and evaluating each message for a proper response, prioritizing the actions to be taken;
Manage confidential and sensitive communications for the Chair;
Delegating work to others when appropriate; such as overseeing the activities of the reception area when the department is working on-site;
Assist the Chair with prioritization and time management;
Screening telephone calls and visitors;
Prepare and distribute minutes from various meetings, such as the Endowment for the Basic Sciences Meetings, Departmental Chair's Advisory Committee and Faculty Meetings;
Preparing summaries of various events, decisions made, and actions to be taken;
Maintain a complex electronic calendar and travel schedule, submitting complex expense reports for the Chair and for the faculty recruitment;
Prepare draft presentations for meetings, presentations for leadership, and speeches, including tabulated and formatted data;
Communicate and maintain a system to track faculty absence approvals records;
Assist the Chair with preparing annual reports, such as, faculty evaluations, annual budget narratives, and periodic reports to the Dean's Office;
Partner with webmaster to keep the content of the Chair's website current;
Coordinate the Chair's research team in order for the team to have regular laboratory research meetings, publication support, and grant proposal support;
Organize NIH research team in order for the team to have regular laboratory research meetings, publication support, and grant proposal support;
Organize NIH research applications for the Chair to review;
Alert the Chief Department Administrator of issues arising from the Chair's Office affecting the Department;
Lead and oversee the financial, and operational aspects of major departmental events, such as the Annual Retreat, Symposiums, and Development activities;
Responds to request for information related to various University and agency audits;
Supervise work-study or temporary employees on an as-needed basis;
Required Qualifications*
A Bachelor's degree in a business management field, or a combination of course work and experience.
At least 5 years experience supporting an executive in an academic setting.
The successful candidate will have excellent communication and organizational skills, diplomacy and tact.
Desired Qualifications*
Excellent multitasking skills preferred. Ability to set priorities and work under deadline pressure to achieve them is also preferred. Ability to work well in a collaborative team environment is preferred.
Modes of Work
Positions that are eligible for hybrid or mobile/remote work mode are at the discretion of the hiring department. Work agreements are reviewed annually at a minimum and are subject to change at any time, and for any reason, throughout the course of employment. Learn more about thework modes (https://hr.umich.edu/working-u-m/my-employment/ways-we-work-resource-center/ways-we-work-implementation-group/modes-work) .
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
253643
Working Title
Admin Specialist Senior Health
Job Title
Admin Specialist Senior Health
Work Location
Ann Arbor Campus
Ann Arbor, MI
Modes of Work
Hybrid
Full/Part Time
Full-Time
Regular/Temporary
Regular
FLSA Status
Exempt
Organizational Group
Medical School
Department
MM Comp Med and Bioinformatics
Posting Begin/End Date
8/27/2024 - 10/11/2024
Career Interest
Administration
Apply Now
Apply Now
Job Summary
This position in the Department of Computational Medicine & Bioinformatics provides executive administrative support to the Office of the Department Chair, including support of the Chair's departmental, university service activities, and professional research. This is a multi-faceted position in which the Executive Assistant functions in many roles to serve the needs of the Chair's Office, the department, and various Michigan Medicine Committees where the Chair is the leader. This role is also part of the department's executive team, which includes the Chief Department Administrator, the Graduate Program Directors and the Associate Chair for Research.
The Executive Assistant is the most visible and accessible representative of the Department Computational Medicine & Bioinformatics in matters concerning the Chair and the department as a whole. As such, public contact is a major function of the position, requiring extensive knowledge of department and university policies and procedures along with excellent interpersonal skills.
This position's major function is to provide administrative support for the Department Chair and, therefore, must be responsive to the dynamic needs of that office. The administrative specialist must be flexible in switching priorities as situations arise requiring immediate attention. Flexibility in work hours is sometimes necessary to meet deadlines or to make preparations for meetings. Some events require irregular hours due to after hour functions. Heavy workloads and time sensitive deadlines occur throughout the year (e.g. multiple faculty candidates interviewing for positions) and will require extended time at work.
This position is currently hybrid, 3-4 days of on-site support is expected when the Department Chair is present.
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*
Reviewing all incoming correspondence to the Chair and evaluating each message for a proper response, prioritizing the actions to be taken;
Manage confidential and sensitive communications for the Chair;
Delegating work to others when appropriate; such as overseeing the activities of the reception area when the department is working on-site;
Assist the Chair with prioritization and time management;
Screening telephone calls and visitors;
Prepare and distribute minutes from various meetings, such as the Endowment for the Basic Sciences Meetings, Departmental Chair's Advisory Committee and Faculty Meetings;
Preparing summaries of various events, decisions made, and actions to be taken;
Maintain a complex electronic calendar and travel schedule, submitting complex expense reports for the Chair and for the faculty recruitment;
Prepare draft presentations for meetings, presentations for leadership, and speeches, including tabulated and formatted data;
Communicate and maintain a system to track faculty absence approvals records;
Assist the Chair with preparing annual reports, such as, faculty evaluations, annual budget narratives, and periodic reports to the Dean's Office;
Partner with webmaster to keep the content of the Chair's website current;
Coordinate the Chair's research team in order for the team to have regular laboratory research meetings, publication support, and grant proposal support;
Organize NIH research team in order for the team to have regular laboratory research meetings, publication support, and grant proposal support;
Organize NIH research applications for the Chair to review;
Alert the Chief Department Administrator of issues arising from the Chair's Office affecting the Department;
Lead and oversee the financial, and operational aspects of major departmental events, such as the Annual Retreat, Symposiums, and Development activities;
Responds to request for information related to various University and agency audits;
Supervise work-study or temporary employees on an as-needed basis;
Required Qualifications*
A Bachelor's degree in a business management field, or a combination of course work and experience.
At least 5 years experience supporting an executive in an academic setting.
The successful candidate will have excellent communication and organizational skills, diplomacy and tact.
Desired Qualifications*
Excellent multitasking skills preferred. Ability to set priorities and work under deadline pressure to achieve them is also preferred. Ability to work well in a collaborative team environment is preferred.
Modes of Work
Positions that are eligible for hybrid or mobile/remote work mode are at the discretion of the hiring department. Work agreements are reviewed annually at a minimum and are subject to change at any time, and for any reason, throughout the course of employment. Learn more about thework modes (https://hr.umich.edu/working-u-m/my-employment/ways-we-work-resource-center/ways-we-work-implementation-group/modes-work) .
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
253643
Working Title
Admin Specialist Senior Health
Job Title
Admin Specialist Senior Health
Work Location
Ann Arbor Campus
Ann Arbor, MI
Modes of Work
Hybrid
Full/Part Time
Full-Time
Regular/Temporary
Regular
FLSA Status
Exempt
Organizational Group
Medical School
Department
MM Comp Med and Bioinformatics
Posting Begin/End Date
8/27/2024 - 10/11/2024
Career Interest
Administration
Apply Now