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.
The Office of Medical School Education is seeking an Administrative Specialist to support the Doctoring Course and the Standardized Patient Program. This position will report to the managers of both programs and will work closely with members of the team to provide program-specific administrative support in order to ensure effective day-to-day operations.
The Doctoring Course and Standardized Patient Program share facility space and have overlapping needs, workflows, and stakeholders. The person in this role will assist with a variety of administrative tasks, including managing communications, maintaining spreadsheets and documents, supporting scheduling and program logistics, responding to faculty and student inquiries, and helping track information accurately across both programs.
This role requires strong attention to detail, clear communication, and the ability to balance competing priorities from two closely connected programs. The Administrative Specialist will need to work collaboratively with program staff while also being able to complete tasks independently. The position may also include learning key components of related staff responsibilities in order to provide backup support when needed.
1) Doctoring Course Administrative Support
- Lead admin for logistics of the Doctoring Course's Branches cohorts (3rd- and 4th year students)
- Use Canvas, Dropbox, Google Workspace, SharePoint, Outlook, and other platforms to support M3/M4 curriculum administration.
- Prepare, proofread, finalize, and distribute curriculum packets, presentation materials, class rosters, and other course-related documents for students and faculty.
- Create Canvas modules and assignments for student-facing materials, and update Dropbox with faculty-facing curriculum resources.
- Coordinate session logistics by providing class locations, curriculum materials, calendar invitations, reminders, and Canvas announcements in advance of each class session.
- Be the contact for faculty and student questions related to session logistics, materials, attendance, and course processes.
- Track student attendance, process excused absence requests, assign make-up work, and confirm completion.
- Maintain accurate cohort lists and assist with communications related to student leaves of absence and returns from leaves of absence.
- Support faculty by providing periodic reminders, troubleshooting technical issues, monitoring grading completion, and updating tracking records for late grading, late arrivals, or concerns.
- Set up and monitor different (Coaching) assignments for M3/M4 cohorts.
2) Support admin for logistics of the Doctoring Course's Scientific Trunk and Clinical Trunk cohorts.
- Understand the logistics of these cohorts to provide backup as necessary.
3) Standardized Patient (CELA) Administrative Support
4) Curriculum Operations Administrative Support
- Lead the administrative process for the curriculum team related to student leaves of absence, including documentation and tracking.
- Serve as the primary administrative point of contact for the curriculum team regarding leave of absence workflows, communication, and follow-up.
- Maintain accurate records of student leave requests and curriculum coursework implications.
- Coordinate onboarding for students returning from a leave of absence, ensuring timely access to curriculum systems, learning platforms, and course materials.
- Support the development and implementation of standardized procedures and checklists for the leave of absence process.
1) Bachelor's degree or Associate's degree and 3+ years of related experience.
2) Two to five years of experience serving in a professional administrative capacity; work experience in health professions education and/or an academic setting preferred.
3) Polished organizational and problem-solving skills with an ability to manage competing priorities independently.
4) Adept at handling multiple needs from multiple people while meeting short- and long-term deadlines.
5) Strong interpersonal and communication skills with proven ability to work with faculty, students, directors, deans, and the public.
6) Ability to present information clearly, problem-solve, and identify solutions with general supervision.
7) Experience using Microsoft, Google, and other applications/learning platforms such as Canvas and Dropbox.
Michigan Medicine is one of the largest health care complexes in the world and has been the site of many groundbreaking medical and technological advancements since the opening of the U-M Medical School in 1850. Michigan Medicine is comprised of over 30,000 employees and our vision is to attract, inspire, and develop outstanding people in medicine, sciences, and healthcare to become one of the world's most distinguished academic health systems. In some way, great or small, every person here helps to advance this world-class institution. Work at Michigan Medicine and become a victor for the greater good.
What Benefits can you Look Forward to?
- Excellent medical, dental and vision coverage effective on your very first day
- 2:1 Match on retirement savings
Positions that are eligible for hybrid or mobile/remote work mode are at the discretion of the hiring department. Work agreements are reviewed annually at a minimum and are subject to change at any time, and for any reason, throughout the course of employment. Learn more about the work modes.
The Office of Medical Student Education operates in a hybrid work environment consisting of both in-person and remote work. This position will be classified as a flex position. Onboarding and training will primarily take place in-person. Thereafter, the selected staff member will work remotely 2-3 days/week and onsite 2-3 days/week. Staff are provided with a monitor, laptop, and related accessories. Office equipment such as a desk, chair, and printer is not provided for remote work. Staff must supply their own reliable internet access. Basic supplies, such as paper and pens, are stocked at the business location and are available for staff to pick up should they require these to complete their work.
This position is periodically required to move boxes and supplies weighing up to 20 pounds while utilizing proper safety techniques.
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 Reporting Act. Pre-employment drug testing applies to all selected candidates, including new or additional faculty and staff appointments, as well as transfers from other U-M campuses.
Job openings are posted for a minimum of seven calendar days. The review and selection process may begin as early as the eighth day after posting. This opening may be removed from posting boards and filled any time after the minimum posting period has ended.
The University of Michigan is an Equal Opportunity Employer. We are committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants, including protected veterans and individuals with disabilities.
