Administrative Partner to Chair, Emergency Medicine

Administrative Partner to the Chair, Emergency Medicine

Job Summary:

The Department of Emergency Medicine seeks an Administrative Specialist to support Chair Dr. Prashant Mahajan. Responsibilities include managing calendar, meetings, travel, expense reimbursement, and faculty recruitment and review coordination. The role reports to the Manager of Administrative Operations and works in collaboration with other department staff. It will be based at the Taubman Health Center, 3–5 days on‑site per week with onboarding full on‑site.

• Provide administrative support to the Chair of Emergency Medicine
• Anticipate the Chair’s administrative needs
• Manage calendars, schedule meetings, reserve rooms, and create virtual meetings
• Assist with on‑site event set‑up for meetings
• Prepare itineraries and coordinate domestic/international travel for 15+ trips/yr
• Support expense reimbursement for travel, membership renewals, subscriptions, conference registrations, and handle expense tracking/reporting
• Assist with maintaining the Chair’s CV
• Prepare memos and correspondence on behalf of the Chair
• Schedule and prepare itinerary for the Emergency Medicine All Faculty Meeting and invite executive leaders
• Coordinate annual faculty recruitment, scheduling interviews, booking travel, hotels, cars, and reimbursements
• Coordinate annual faculty review process, scheduling meetings with 60+ faculty and ensuring timely submission to the Office of Faculty Affairs
• Maintain departmental phone lists, schedules, email lists, and other administrative documents
• Perform other duties as assigned

• Bachelor’s degree or equivalent experience, or more than 4 years of administrative experience
• Minimum 5 years progressively responsible administrative experience, preferably in a complex academic or health‑care setting
• Excellent interpersonal skills to handle sensitive and confidential situations with poise, tact, confidentiality, and diplomacy
• Excellent written and oral communication skills, able to communicate and collaborate at all levels
• Advanced proficiency with calendar, travel, and document management systems (Microsoft Outlook, Zoom, Emburse, Google Workspace)
• Ability to set priorities, manage multiple assignments, work collaboratively, and meet competing deadlines
• Adaptable, resourceful, and collaborative approach to problem‑solving
• Proven experience planning and supporting high‑level meetings and programs
• Judgment while operating in a flexible and professional manner

• Prior experience in academic healthcare or academic research setting
• Experience directly supporting academic faculty with administrative needs
• Knowledge of medical school, hospital, and/or clinical department policies and procedures
• Knowledge of University of Michigan policies and procedures preferred
• Event and program management experience

• Excellent medical, dental, and vision coverage effective on day one
• 2:1 match on retirement savings

Hybrid work model. The role will be on‑site 3–5 days per week at the Taubman Health Center, with flexibility for extra on‑site days during onboarding and for Chair support.

The University of Michigan is an Equal Opportunity Employer. We are committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants, including protected veterans and individuals with disabilities.

Administrative Partner to the Chair, Emergency Medicine