Administrative Specialist Senior Healthcare

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 Division of Geriatric & Palliative Medicine is seeking an Administrative Specialist Senior to provide high-level executive, operational, and strategic administrative support to the Division Chief/Geriatrics Center Director/Associate Dean for Population Science. This role serves as the primary coordinator for this leader's administrative portfolio, managing a complex calendar, facilitating 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 this leader in communications with Medical School administration, Michigan Medicine leadership, faculty, staff, and external collaborators.

• Executive Administrative Support:
  Manage complex, high-volume calendar, resolve scheduling conflicts proactively, and coordinate cross-functional meetings. Prepare daily schedules, 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, 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. Maintain highly confidential files, managing sensitive divisional and personnel information with the utmost discretion. Draft and distribute division-wide communications from the Chief, including announcements, leadership updates, and faculty-facing policy messages.
• Organizational and Population Science Support:
  Coordinate 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. Coordinate initiatives across departments, centers, institutes, clinical programs, and community partners. Maintain an integrated view of research and strategic portfolios. Track milestones, deliverables, dependencies, risks, and outcomes for major initiatives.
  
  Support development and implementation of strategic plans related to population health, health equity, prevention, implementation science, data science, or community-engaged research. Prepare status reports and executive-level dashboards.
• Faculty Affairs and Academic Support:
  Coordinate administrative processes related to faculty recruitment (including planning, organizing, and managing on-campus visits and travel itineraries for potential recruits), onboarding, and annual performance evaluations.
• Other Duties as Assigned:
  Other duties and special projects as assigned.

• Education:…