Administrative Partner to Chair, Emergency Medicine

Job Summary

The Department of Emergency Medicine is looking for an outstanding Administrative Specialist to support the Chair of Emergency Medicine. This role works closely with Dr. Prashant Mahajan, the Chair of Emergency Medicine, to manage his calendar, support his meetings, book his travel, handle expense reimbursements, and assist with all other administrative needs. In addition, this role will coordinate the annual faculty recruitment process every fall and annual faculty review process in the spring/summer.

This role reports to the Manager of Administrative Operations for the Department of Emergency Medicine and works collaboratively with the other administrative assistants and specialists within the department to support the department's faculty. Our department has a highly capable and welcoming team of administrative support staff which provides an opportunity for cross-coverage, learning in additional areas, and drawing on best practices across the department.

A successful candidate will have the ability to work both independently and as a part of a collaborative team. The candidate will be able to complete multiple tasks simultaneously and prioritize work. A commitment to Michigan Medicine core values, including service excellence is required. This role is anticipated to work 3-5 days on-site per week (depending on the week) at the Taubman Health Center.

An on-site rotation calendar is created collegially with the other administrative assistant team members. During an onboarding period, the candidate may need to come on-site every day for a period of several weeks.

• Provide administrative support to Dr. Prashant Mahajan, Chair of Emergency Medicine
• Anticipate the administrative support needs of Dr. Mahajan
• Manage calendars, schedule meetings, reserve meeting rooms, and create virtual meetings
• Assist with on-site event set-up for meetings
• Prepare itineraries and coordinate domestic and international travel arrangements for 15+ trips per year
• Support expense reimbursement for travel, membership renewals/dues, subscriptions, conference registrations and handle expense tracking and reporting
• Assist Dr. Mahajan with maintaining Curriculum Vitae (CV)
• Prepare memos and other correspondence on behalf of Dr. Mahajan
• Schedules and prepare itinerary for Emergency Medicine All Faculty Meeting, including inviting executive leaders from around organization to speak to department
• Coordinate annual faculty recruitment process, including scheduling in-person interview dates for faculty candidates and assisting with booking faculty candidate travel, hotels, cars, and reimbursements
• Coordinate annual faculty review process, including scheduling annual review 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
• Provide cross-coverage for administrative support staff during vacations
• Perform other duties as assigned

• Bachelor's degree or equivalent combination of education and experience; or more than 4 years of administrative experience
• Minimum of 5 years of progressively responsible administrative experience, preferably in a complex academic or healthcare setting
• Excellent interpersonal skills to handle sensitive and confidential situations that require demonstrated poise, tact, confidentiality and diplomacy
• Excellent written and oral communication skills with the ability to effectively communicate and collaborate with all levels of constituents
• Advanced proficiency with calendar, travel, and document management systems (such as Microsoft Outlook, Zoom, Emburse, Google Workspace)
• Demonstrate ability to set priorities, handle multiple assignments, work collaboratively with team members, 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 working 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 procedure
• Knowledge of University of Michigan policies and procedures preferred
• Event and program management experience

• Excellent medical, dental and vision coverage effective on your very first day
• 2:1 Match on retirement savings

U-M EEO Statement:
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.