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.
Job Summary
The Department of Psychiatry is looking for a skilled Administrative Assistant Intermediate to offer administrative support to a select group of faculty members within the department.
Candidates for this position must have the knowledge, skills, abilities, and experience needed to provide highly responsible and effective administrative support in an academic setting. Key skills include accuracy and attention to detail, the ability to problem-solve, consistent and effective follow-through on all matters, high-quality written and oral communication skills, excellent customer service and the ability to handle sensitive matters in a discreet manner. The successful candidate will be working in a fast-paced environment with ever-changing priorities and must be adaptable, able to work under pressure to meet deadlines, and able to develop relationships with faculty and staff from within and outside of the Department to support a collaborative environment.
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*
Support a select group of faculty members and their teams within the Department. The below statements are intended to describe the general nature and level of work to be performed and are not an exhaustive list of all associated responsibilities.
- Maintain complex calendars, schedule meetings and other appointments using MS Outlook, Gmail, and Zoom
- Assist with meeting logistics including scheduling, meeting materials and agenda content tracking and preparation, attending meetings and taking minutes/notes, tracking action items, and generating all necessary follow-up correspondences to ensure work is completed as appropriate to support related meeting business
- Coordinate travel arrangements for faculty on domestic and international meetings and conferences, adhering to Michigan Medicine travel guidelines
- Submit reimbursements via Shared Services in a timely manner for faculty and staff
- Assist faculty with the completion of renewing membership dues, re-licensure and recertifications
- Maintain faculty curriculum vitae (CVs) in Elements
- Assist in the preparation of PowerPoint presentations
- Exercise discretion and appropriate judgment regarding sensitive and/or confidential matters and appropriately prioritize complicated and challenging schedules
- Perform general office duties which include outgoing mail preparation, photocopying, and printing study related materials
- Provide back-up coverage for other administrative assistants as needed
- Other duties as assigned
Required Qualifications*
- High school education or equivalent
- 4 or more years' experience
- Demonstrated advanced proficiency in Microsoft Office applications (Word, PowerPoint, Excel, Outlook)
- Proven analytical skills and follow-through, along with attention to detail; a high degree of creativity, initiative, resourcefulness, and the ability to anticipate needs.
- Ability to perform highly responsible, administrative duties using independent judgment and professionalism
- Excellent problem solving and decision-making skills
- Ability to prioritize work with concurrent deadlines and operate in a fast-paced, pro-active customer service environment
- Capability to establish priorities and function as an integral part of a highly productive team
- Strong oral and written communication skills as well as organizational skills; the ability to write clearly and concisely for various mediums, including demonstrated knowledge of proper grammar and punctuation usage
- Skill to build positive and productive relationships with individuals at various professional levels (faculty, staff, students, etc.)
- Knowledge of administrative/office procedures with a flexible can-do attitude and ability to work independently or as part of a team
Desired Qualifications*
- Bachelor's degree
- Basic understanding and knowledge of UM research activities
- Solid understanding of university policies and procedures strongly desired
- Knowledge of and experience with UM Procurement and financial practices and processes
- Experience with University systems, such as Elements, Chrome River
- Understanding of basic acronyms relative to research administration
- Strong interpersonal skills along with excellent oral and written communication
- Previous experience using reference software such as EndNote (or related software)
- Proficient computer skills including solid working knowledge or Microsoft Suite, with an especially high proficiency in Outlook calendaring and Zoom
Work Schedule
This is a full-time position requiring 8-hour workdays from Monday to Friday. The role is hybrid, with 2-3 days of on-site work each week at the NCRC location.
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 the work modes.
Additional Information
The Department of Psychiatry at Michigan Medicine is committed to creating an environment that is welcoming to all. We strive to value the unique contributions of individuals, and support a culture of inclusivity among our employees, learners, and larger community. This includes supporting the development of a diverse workforce across identities such as race, ethnicity, national origin, sexual orientation, gender identity, age, citizenship, marital status, religion, language, disability, and Veteran status. We are proud to be an equal opportunity and an affirmative action employer.
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.
In addition to the screenings indicated above under Michigan law, a criminal history check including fingerprinting is required as a condition of transfer or employment for this position.
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.
E-Verify
The University of Michigan participates with the federal EVerify system. Individuals hired into positions that are funded by a federal contract with the FAR EVerify clause must have their identity and work eligibility confirmed by the EVerify system. This position is identified as a position that may include the EVerify requirement.
U-M EEO/AA Statement
The University of Michigan is an equal opportunity/affirmative action employer.
