Administrative Specialist Associate

A cover letter is required for consideration for this position and should be attached as the first page of your resume. The cover letter should address your specific interest in the position and outline skills and experience that directly relate to this position.

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 Department of Cardiac Surgery is seeking an Administrative Specialist to provide high-level administrative support to multiple faculty members and oversee additional areas of responsibility within the department. The ideal candidate will thrive in a fast-paced environment, skillfully juggling multiple tasks while effectively prioritizing daily responsibilities. This role requires a high degree of flexibility and the ability to work both independently and collaboratively within a team.

Strong organizational skills, exceptional attention to detail, and excellent verbal and written communication abilities are essential. Proficiency in Microsoft Office applications is required, along with a resourceful and adaptable approach to managing competing deadlines.

The selected candidate will engage with a wide range of constituents, including faculty, staff, trainees, clinical personnel, research personnel, and visitors. Therefore, demonstrating professionalism and maintaining a customer-service-oriented approach in all interactions is paramount.

This position follows a hybrid work schedule, with an expected onsite presence of 3 days per week and remote work flexibility of 2 days per week. Because the primary responsibility of this role is to provide direct faculty support, a consistent and reliable onsite presence is essential to meeting departmental and operational needs.

• Provide complex calendar management, including organizing rigorous schedules, responding to frequent changes in schedules, screening the purpose of meeting requests, setting priorities when there is a conflict, and obtaining meeting information when required.
• Coordinate domestic and international travel arrangements (air/hotel/ground transportation), including the preparation of itineraries, processing of required customs documentation, and management of related travel logistics.
• Coordinate meetings and events, including reserving conference rooms, setting up zoom video conferencing, preparing meeting materials, organizing presentations and visual aids, managing AV during meetings, and attending meetings as needed to provide support and/or take minutes.
• Coordinate travel arrangements and develop itineraries for visitors, including invited speakers, faculty candidates, and other guests.
• Manage license and membership dues/renewals, conference registrations, subscriptions, and other professional expense needs using university-preferred vendors and/or U-M purchasing card.
• Assist faculty with correspondence, CV maintenance, and other professional documentation.
• Perform monthly reconciliation of faculty accounts and P-Card statements.
• Prepare and submit travel and/or hosting expense reports.
• Answer phone calls, process incoming and outgoing mail, and assist with office supply coordination.
• Perform other department and miscellaneous duties as assigned.

Additionally, as part of the administrative team, the selected candidate will participate in team meetings and provide cross coverage for other administrative positions as needed.

• Bachelor's degree or equivalent combination of education and experience

3-5 years of progressively responsible administrative experience

• Excellent interpersonal skills, including a positive, responsive, service-oriented attitude
• Excellent oral and written communication skills, including the ability to effectively interact with individuals at all levels
• Strong organizational and planning skills with the ability to set priorities, handle multiple assignments, and meet deadlines
• Strong sense of integrity with the ability to appropriately handle confidential and sensitive information
• Proficient in typical business software, including Microsoft Office applications (Outlook, Word, Excel, PowerPoint), Adobe,…