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 Cardiac Surgery is seeking an experienced Administrative Specialist to serve as the primary source of support for a faculty member holding multiple leadership positions within the department and broader organization. The selected candidate will also support 1-2 additional faculty members and assist with managing other departmental responsibilities, while demonstrating a high level of professionalism and poise in all interactions. This is a fantastic opportunity for growth and development within the field of healthcare administration, providing valuable experience in supporting leadership and collaborating on a wide range of administrative projects. 

In order to achieve success in this role, we are looking for a candidate with strong communication, organizational, and multitasking abilities who can thrive in a fast-paced environment. This position requires a high degree of flexibility with the ability to work well individually, as well as collaboratively within a team environment. 

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*

• Demonstrate initiative, independent judgment, diplomacy, follow-through, and a service-oriented attitude in providing robust administrative support for multiple faculty members, including the Section Head of Adult Cardiac Surgery who holds several leadership roles within the organization. As such, having excellent attention to detail and the ability to meet deadlines in a timely fashion will be critical.
• Provide complex calendar management, including organizing complicated and challenging schedules, responding to frequent changes in schedules, screening the purpose of meeting requests, setting priorities when there is a conflict, and obtaining meeting information when required.
• Coordinate meetings and events on behalf of lead faculty planners, including reserving conference rooms, arranging zoom meetings, managing audiovisual (AV) during meetings, assisting with conference materials, and attending meetings as needed to provide support and/or take minutes. 
• Serve as a primary resource for AV related matters in the department and backup other administrative team members with coordinating and executing meetings as needed. 
• Execute complex travel arrangements (air/hotel/transportation) using Chrome River. This includes preparing itineraries, agenda packets, and other travel arrangements.
• Manage license and membership dues/renewals, conference registrations, subscriptions, and other professional expense needs using university-preferred vendors and/or U-M purchasing card.
• Assist faculty with correspondence and maintain CV and other professional documentation.
• As part of the administrative team, assist team members and provide cross coverage for other administrative positions as needed.
• Perform monthly reconciliation of select faculty accounts and P-Card statements.
• Initiate and submit travel and/or hosting expense reports.
• Coordinate travel arrangements and itineraries for faculty and visiting speakers.
• Screen telephone calls, handle mail and route as necessary.
• Perform other miscellaneous duties as assigned.

Required Qualifications*

• Bachelor's degree or equivalent combination of education and experience
• 3-5 years of progressively responsible administrative experience
• Excellent interpersonal skills, including a positive, responsive, service-oriented attitude.
• Excellent oral and written communication skills, including the ability to effectively interact with individuals at all levels
• Strong organizational and planning skills with the ability to set priorities, handle multiple assignments, and meet deadlines
• Strong sense of integrity with the ability to appropriately handle confidential and sensitive information
• Proficient in typical business software, including as Microsoft Office applications (Outlook, Word, Excel, PowerPoint), Adobe, and Google
• Productive and flexible under pressure and able to meet deadlines
• Ability to work independently and as part of high functioning team
• Ability to think autonomously and escalate issues as needed

Desired Qualifications*

• 1 year of project management experience is preferred
• Knowledge of university policies and procedures
• Knowledge of university systems including MPathways, Chrome River (previously Concur), Wolverine Access, MiChart, MiCME, Elements (previously M-CV), Cornerstone (previously MLearning)
• Knowledge of QGenda scheduling program
• Knowledge of Zoom video conferencing system
• Knowledge of standard audio/visual equipment
• Experience in an academic health system

Work Schedule

As part of Michigan Medicine's Flexible First Workplace initiative, this position has the potential opportunity for a hybrid arrangement that includes onsite and remote work. Once training is complete, the hybrid position will work 4 days a week onsite at the Frankel Cardiovascular Center and 1 day remote. The schedule arrangement is based on the current needs of the department/faculty and may be subject to change.

Additionally, due to the nature of this support role, communication with faculty may occasionally be required outside of normal business hours.

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.

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.