Admin Specialist Senior Health

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.

The Gilbert S. Omenn Department of Computational Medicine and Bioinformatics (DCMB) is seeking an Administrative Specialist Senior to provide high-level executive, operational, and strategic administrative support to the Chair of the Department.

This role serves as the primary coordinator for the Chair’s administrative portfolio, managing a complex calendar, facilitating department leadership and governance bodies, coordinating faculty affairs processes, and leading special administrative projects.

This position requires a premium level of professionalism, absolute discretion, excellent independent judgment, and the ability to anticipate executive needs within a highly dynamic academic medical school environment. The selected candidate will represent the Chair and the department in communications with Medical School administration, Michigan Medicine leadership, faculty, staff, and external global collaborators.

• Manage the Chair's complex, high-volume calendar and email inbox; review and prioritize all incoming correspondence, triage and flag action items, draft responses to incoming requests, resolve scheduling conflicts proactively, and coordinate cross-functional meetings.
• Prepare the Chair for daily schedules, classes, meetings, and speaking engagements by assembling briefing portfolios, agendas, historical correspondence, and background materials; actively monitor schedule progression to ensure on-time meeting transitions, providing proactive pacing reminders when meetings run over.
• Coordinate comprehensive domestic and international travel itineraries, lodging, registrations, global telecommunications, and virtual/in-person conferences alongside timely expense and PCard reconciliations.
• Provide expert, high-level administrative assistance including proofreading, editing, and formatting of scientific manuscripts, letters, course/class materials, recommendation letters, and executive presentations on behalf of the Chair.
• Partner with the department or institutional webmaster to keep the content on the Chair's website and academic profile current.
• Maintain highly confidential files, managing sensitive departmental and personnel information with the utmost discretion.

• Coordinate Chair-led leadership committees, faculty meetings, retreats, strategic planning sessions, and special academic initiatives; manage all associated logistical arrangements, including room reservations, hybrid/AV technology setups, catering, travel coordination, and detailed itineraries for visiting dignitaries.
• Draft and distribute department-wide communications from the Chair, including announcements, leadership updates, and faculty-facing policy messages.

• Coordinate administrative processes related to faculty recruitment (including planning, organizing, and managing on-campus visits and travel itineraries for potential recruits), onboarding, annual performance evaluations, promotion and tenure reviews, and joint/dry appointments.

• Other duties and special projects as assigned by the chair.

• Education:
  
  Bachelor's degree or an equivalent combination of education and progressively responsible administrative experience.
• Experience:
  
  7+ years of high-level administrative experience, preferably supporting senior executives, directors, division chiefs or department chairs within an academic, healthcare, research, or higher education setting.
• Executive Support:
  Demonstrated mastery in executive calendar management, complex travel coordination, global telecommunications, and meeting preparation.
• Communication:
  Superb written and verbal communication skills, with demonstrated expertise in proofreading, copyediting, and polishing executive-level correspondence and academic materials.
• Faculty Credentials Support:
  Demonstrated experience working with, reviewing, updating, and formatting academic faculty Curriculum Vitae (CVs) and NIH-format Biosketches for institutional records and recruitment files.
• Discretion:
  Absolute commitment to discretion, integrity, and professional boundaries when handling highly sensitive personnel information.
• Technical
  
  Skills:
  
  Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), Dropbox and Zoom.

To be successful in this role, the candidate must demonstrate the ability to:

• Exercise initiative, tact, poise, and a…