Administrative Specialist Associate Healthcare

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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 Division of Metabolism, Endocrinology and Diabetes; and Podiatry (MEND) in the Department of Internal Medicine is seeking an experienced administrative team member to support the Division Chief, Division Administrator and to coordinate key administrative functions for the division. The MEND Division is nationally recognized across its clinical, research and education mission and includes over 70 faculty, over 50 research and administrative staff, ~8 clinical trainees, and ~12 research fellow trainees.

The qualified candidate will provide comprehensive support services for the division leadership support which include, but are not limited to, the following:

• Administrative support for the Division Chief and Division Administrator
  • Coordinate calendar and scheduling needs
  • Schedule and prepare for meetings, including:
    • Prepare agendas, secure physical/electronic meeting space needs, prepare and distribute meeting materials, etc.
  • Staff meetings in person and virtually as needed including:
    • Set up and staff meeting space and audio/visual needs, track attendance, take detailed meeting minutes, arrange any catering needs, track action items and decisions, ensure timely follow-up, etc.
  • Coordinate and support communications, including:
    • Screen, prioritize/triage and respond to correspondence (email, phone, mail) on behalf of the individuals supported in this role
    • Prepare letters, documents, reports, presentations
    • Obtain and transcribe data as needed for communications
  • Support general administrative and office needs, including:
    • Order supplies, copies / faxing / filing, coordinating office maintenance
  • Maintain records and updates, including:
    • Maintain updates for CV in Elements, Biosketch, PMCIDs for publications
    • Track and renew memberships and subscriptions
    • Track vacation, sick, conference, CME time
  • Coordinate travel planning, meeting registration, and external conference attendance preparation
    • Make travel arrangements, itineraries, and expense reports for the individuals supported in this role, faculty recruits and other visitors as needed
  • Prepare expense reports, process payment / reimbursement, including for guests/recruits. P-card reconciliation within 30 days
  • Submission of clinic closing documentation as needed
  • Additional responsibilities as requested
  • Provide division wide administrative support of longer-term initiatives for division leadership

  • Provide back up support across the division administrative team as needed and participate as a colleague in division administrative team collaboration

Faculty Recruitment

• Coordinate faculty recruitment for the division, including:
  • Correspondence with faculty candidates, representing division leadership
  • Planning and implementation of recruitment visits and interviews, including agenda and itinerary creation, scheduling, travel arrangements, hosting, collecting and summarizing feedback, responding to candidate questions, coordination with division leadership, etc.
  • Welcome faculty candidates in person and support visit logistics

  • Participate in onboarding activities as needed.

Monthly Faculty Meeting Support

• Support Division Chief in preparing presentation slides in advance, coordinating visitors and speaker attendance and slides.
• Attend meetings in person, take meeting minutes, track attendance, prepare meeting summaries, follow up on questions

Faculty Performance Evaluations & Mentorship Committees & Promotions

• Coordinate annual faculty…