CELA Admin Specialist Associate

Administrative Specialist

The Office of Medical School Education is seeking an Administrative Specialist to support the Doctoring Course and the Standardized Patient Program. This position will report to the managers of both programs and will work closely with members of the team to provide program-specific administrative support in order to ensure effective day-to-day operations.

The Doctoring Course and Standardized Patient Program share facility space and have overlapping needs, workflows, and stakeholders. The person in this role will assist with a variety of administrative tasks, including managing communications, maintaining spreadsheets and documents, supporting scheduling and program logistics, responding to faculty and student inquiries, and helping track information accurately across both programs.

This role requires strong attention to detail, clear communication, and the ability to balance competing priorities from two closely connected programs. The Administrative Specialist will need to work collaboratively with program staff while also being able to complete tasks independently. The position may also include learning key components of related staff responsibilities in order to provide backup support when needed.

1) Doctoring Course Administrative Support

• Lead admin for logistics of the Doctoring Course's Branches cohorts (3rd- and 4th year students)
• Use Canvas, Dropbox, Google Workspace, SharePoint, Outlook, and other platforms to support M3/M4 curriculum administration.
• Prepare, proofread, finalize, and distribute curriculum packets, presentation materials, class rosters, and other course-related documents for students and faculty.
• Create Canvas modules and assignments for student-facing materials, and update Dropbox with faculty-facing curriculum resources.
• Coordinate session logistics by providing class locations, curriculum materials, calendar invitations, reminders, and Canvas announcements in advance of each class session.
• Be the contact for faculty and student questions related to session logistics, materials, attendance, and course processes.
• Track student attendance, process excused absence requests, assign make-up work, and confirm completion.
• Maintain accurate cohort lists and assist with communications related to student leaves of absence and returns from leaves of absence.
• Support faculty by providing periodic reminders, troubleshooting technical issues, monitoring grading completion, and updating tracking records for late grading, late arrivals, or concerns.
• Set up and monitor different (Coaching) assignments for M3/M4 cohorts.

2) Support admin for logistics of the Doctoring Course's Scientific Trunk and Clinical Trunk cohorts.

• Understand the logistics of these cohorts to provide backup as necessary.

3) Standardized Patient (CELA) Administrative Support

• Assist onsite with events that include students and faculty.
• Monitor lab and facility space and supply needs.
• Coordinate food orders, along with ordering, receiving, and set up.
• Communicate quarterly schedule and space needs with facilities management. Be a helpful contact for questions.
• Update CELA signage and instructions
• Prepare materials for CELA events
• Step in as runner/proctor as needed for CELA events
• Learn and support SP payroll operations.

4) Curriculum Operations Administrative Support

• Lead the administrative process for the curriculum team related to student leaves of absence, including documentation and tracking.
• Serve as the primary administrative point of contact for the curriculum team regarding leave of absence workflows, communication, and follow-up.
• Maintain accurate records of student leave requests and curriculum coursework implications.
• Coordinate onboarding for students returning from a leave of absence, ensuring timely access to curriculum systems, learning platforms, and course materials.
• Support the development and implementation of standardized procedures and checklists for the leave of absence process.

1) Bachelor's degree or Associate's degree and 3+ years of related experience.

2) Two to five years of experience serving in a professional administrative capacity; work experience in health professions education and/or an academic setting preferred.

3) Polished organizational and problem-solving skills with an ability to manage competing priorities independently.

4) Adept at handling multiple needs from multiple people while meeting short- and long-term deadlines.

5) Strong interpersonal and communication skills with proven ability to work with faculty, students, directors, deans, and the public.

6) Ability to present information clearly, problem-solve, and identify solutions with general supervision.

7) Experience using Microsoft, Google, and other applications/learning platforms such as Canvas and Dropbox.

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…