How to Apply
A cover letter outlining your qualifications and detailing your interest in this position is required for consideration. Please attach it to your resume when submitting your application.
The Administrative Assistant must exercise considerable discretion, independent judgment and possess highly developed organizational and communication skills, along with a commitment to Michigan Medicine core values, including service excellence. Successful candidates will provide a full range of highly responsible administrative support to multiple clinical, instructional and research faculty members in the Division of Rheumatology. Where applicable, support includes comprehensive administrative responsibilities associated with their research labs and teams.
Responsibilities will include, but are not limited to:
Assist faculty with correspondence, logistic planning and scheduling, and travel arrangements. Help plan, advertise, organize, coordinate, and host academic forums and events including symposia, lecture series, grand rounds, clinical case presentations and graduate level courses. Responsibilities include preparing and distributing itineraries, scheduling interviews, reserving meeting rooms, and coordinating travel and reimbursement/honoraria for faculty, visiting faculty and guests.
Provide administrative support for faculty communications; calendar management; reimbursement and procurement for faculty, student, and staff related activities; updating CV, MCV, biosketches and other support; maintain and reconcile expenses including collection of receipts, processing of travel documents and hosting paperwork including the preparation of P-Card statements and other various expenses. Assist with preparation and submission of manuscripts, book chapters, reviews, and other documents for faculty and lab team members including formatting tables and graphics. Assist with HHS and other publication policy compliance and requirements.
Provide administrative support for applications to internal and external sponsors as well as Unfunded Agreements (UFAs); complete PAFs and sponsor grant forms for University of Michigan and VA grant applications; process protocol forms for projects through the VA and UM; assist in tracking deadlines, the preparation, coordination, and submission of progress reports including submission of items to NIH eRA commons and other sponsor directed processes; work with administrative staff in other centers/departments when necessary on materials related to multidisciplinary, multi-investigator projects.
Provide administrative support for ordering and tracking office and laboratory supplies; People Pay, reconcile P-Cards; timekeeping; visa applications and renewals; overseeing and addressing administrative issues related to student, fellow and faculty appointments and professional activities (stipends, thesis committees and defense, professional society memberships, material transfer agreements, patent applications and related correspondence, equipment purchases, etc.).
Assist with completing clinic closing documentation and process; assist with completing and submitting faculty absentee forms and travel registration.
Occasional interaction involving matters of a highly confidential or sensitive nature may include contacts with university officials, government officials, administrators, potential and existing donors as well as patients.
Additional duties and projects as assigned including, but not limited to, providing administrative support for the Division of Rheumatology ACE Center Award.
Outstanding organizational skills and attention to detail. Demonstrated ability to prioritize and manage multiple tasks with competing deadlines and work effectively with frequent interruptions. Ability to work well both independently and in collaboration with faculty and staff as a team member. Ability to adapt to different working styles and personalities. Outstanding verbal and written communication skills. Excellent computer skills including Microsoft Word, Excel, PowerPoint, Outlook and reference management software. Positive attitude and customer service oriented. Demonstrated ability to treat confidential and sensitive information in a discreet fashion. Reasonable knowledge of medical and scientific terminology. Demonstrated ability to learn.
Senior level: 5+ years of administrative experience
Intermediate Level: 2-5 years of administrative experience
An Associate or Bachelor's degree or equivalent combination of education and experience; at least five years of executive-level clerical experience; ability to relate to varied audiences; have a good understanding of University policies and procedures; knowledge and experience of university grant applications, along with working knowledge of EndNote reference database software. Knowledge of university policies and procedures as well as university systems including eResearch, Mpathways, Concur and the M-CV database helpful. Experience with grant submissions.
This position may be underfilled at a lower classification depending on the qualifications of the selected candidate.
Michigan Medicine conducts background screening and pre-employment drug testing on job candidates upon acceptance of a contingent job offer and may use a third party administrator to conduct background screenings. Background screenings are performed in compliance with the Fair Credit Report Act.
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.
Job openings are posted for a minimum of seven calendar days. This job may be removed from posting boards and filled anytime after the minimum posting period has ended.