Admin Asst Senior Healthcare​/Intermediate

Position: Admin Asst Senior Healthcare/ Intermediate
How to Apply

A cover letter with your resume addressing how your experience and education specifically address the requirements of the position is mandatory to be considered for this position. Please be prepared to provide work samples, if requested.

Job Summary

The Division of Rheumatology is one of thirteen divisions within the Department of Internal Medicine at the University of Michigan Medical School with 50+ instructional, clinical and research faculty. The division is looking for someone to provide a high-level of support to faculty leadership and other faculty within the division, as assigned. Reporting directly to the Operations Manager, candidates for this position are expected to exhibit strong organizational skills, demonstrated ability to collaborate effectively within a complex organization, and have a high level of integrity.

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
* Executive & Faculty Support

* Manage complex and dynamic calendars for faculty, exercising discretion and independent judgment to prioritize competing demands.

* Screen and assess meeting requests, resolve scheduling conflicts, and provide faculty with relevant background materials in advance of meetings.

* Assist with faculty correspondence and ongoing calendar management.

* Maintain and update CVs, Elements profiles, biosketches, and Other Support documents.

Divisional Events & Conferences

* Serve as the lead coordinator and primary point of contact for divisional conferences, seminars, grand rounds, and related events.

* Plan and execute meetings, symposiums, faculty recruitment visits, and large-scale events, including developing detailed itineraries; coordinating candidate interviews and meetings with faculty and leadership; arranging travel and accommodations; reserving meeting space; coordinating catering and audiovisual needs; and preparing and distributing agendas and materials.

* Manage all logistics associated with recruitment visits, ensuring professional and welcoming experience for candidates while maintaining clear communication with faculty and administrative stakeholders.

* Process honoraria and recruitment-related expenses in accordance with university policies.

Operational & Administrative Coordination

* Coordinate long-term, vacation, and part-time pager coverage for faculty.

* Support clinic closing processes and documentation; submit faculty vacation requests via QGenda.

* Assist with annual initiatives, faculty onboarding, evaluations, and alumni database management.

* Participate in team meetings, provide cross-coverage for administrative colleagues, and contribute to continuous process improvement efforts.

* Perform additional duties as assigned.

Financial & Procurement Support

* Procure office and laboratory supplies, equipment, and professional memberships.

* Establish service contracts and track invoices and vendor payments.

* Process honoraria, consultant fees, and other individual payments.

Project & Document Support

* Create and format forms, spreadsheets, databases, and presentations (including tables and graphics) in support of divisional leadership.

This role may involve occasional interaction on highly sensitive or confidential matters, including communication with university leadership, government officials, administrators, donors, and patients. Professionalism and discretion are essential.

Required Qualifications
* Senior Level:

* 4+ years progressively responsible administrative experience

* High school Education or equivalent

Intermediate Level:

* 2-4 years administrative experience

* High school Education or equivalent

Both:

* Demonstrated ability to prioritize effectively, meet deadlines, and produce accurate, detail-oriented work

* Strong organizational skills and sound independent judgment

* Proven ability to work both…