Executive Assistant Associate 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.

Provide executive-level administrative support to the Chief Health Information Officer as well as to the Office of Clinical Informatics.

In this role, the incumbent will provide complex calendar management. This includes the ability to organize complicated and challenging schedules, respond to frequent schedule changes, screen the purpose of meeting requests, set priorities, and elevate high-priority items when there is a conflict, and obtain meeting information as required.

Execute complex travel arrangements (domestic and international) using Emburse, including preparing itineraries, agenda packets, and other travel arrangements.

Arrange meetings for OCI Leadership, often including multiple participants with challenging schedules. Coordinate committee activities and logistics (booking conference rooms, arranging Zoom meetings), coordinate schedules for visitors, coordinating hosting, support and coordinate meeting materials, including creating agendas, presentations, briefings, and itineraries, and supporting the IT needs required for collaboration with regional partners. Attend meetings as needed to provide support and/or take minutes and follow-up action items when appropriate.

Maintain and support project files and action item lists. Process reimbursements and prepare expense reports for leadership via p-card or out-of-pocket expenses.

Demonstrate initiative, independent judgment, diplomacy, follow-through, and a service-oriented attitude to provide general administrative support to the Office of Clinical Informatics leadership. This includes excellent attention to detail and the ability to prioritize and meet deadlines in a timely fashion, greeting visitors, and solving problems along with preparing correspondence, memoranda, and reports.

As part of the Office of Clinical Affairs (OCA) administrative team participate in team meetings and provide cross coverage for other administrative positions as needed.

Provide a high level of administrative support. Maintain confidential email accounts and triage email inquiries and correspondence on behalf of the CHIO. Oversee and manage email distribution lists for different groups. Exercise independent judgment, anticipate needs, and ensure seamless operations. Additional duties may be assigned as needed.

• High School diploma or an equivalent combination of education and experience.
• Five years of progressively responsible administrative support experience, preferably for an executive-level individual in a complex organization.
• Diplomacy and demonstrated professionalism as a supporting member of a collaborative and high-functioning leadership team.
• Excellent interpersonal, written, and verbal language skills with the ability to represent the Office of Clinical Affairs to a broad range of constituents.
• Ability to exercise good judgment in handling complex, confidential matters.
• Proven experience working with multiple stakeholders at all levels.
• Ability to work effectively with diverse work styles and with individuals from diverse backgrounds.
• Strong attention to detail, accuracy, timeliness, and sound organizational skills.
• The ability to work independently as well as in diverse teams.
• Excellent computer skills with a strong working knowledge of Microsoft Office Suite and Google collaboration tools.
• Working knowledge of Zoom and/or other video conferencing tools.

• Working knowledge of applicable University policies and procedures.
• Familiarity with the culture of an Academic Medical Center, reporting structure, and decision-making.
• Competency using M-Pathways or equivalent (i.e., People Soft).
• Experience using the Emburse Travel and Expense system.