Admin Asst Sr Healthcare
Apply Now
How to Apply
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.
Job Summary
The Department of Neurology is seeking an administrative assistant to provide a full range of highly responsible administrative activities to multiple clinical and research-oriented faculty members. The successful candidate will have a strong customer service focus and will represent the department in a highly professional manner. The individual will need to act with confidence, competence, and discretion on a daily basis while interacting with Michigan Medicine leadership, departmental faculty, staff, and administrative professional peers. The ideal candidate will have outstanding attention to detail, a high degree of organization, excellent written communication, interpersonal skills, judgment, and discretion and solid experience in making independent decisions regarding planning, organizing, and prioritizing work. It will be essential for the candidate to work well within a team, have a strong and responsible work ethic, strive for short turn-around times, and possess a high-level of professionalism. Experience with NIH and other sponsor grant applications, biographical sketches, NIH other support documents, resource pages is preferred. This position is located in the Frankel Cardiovascular Center (CVC), requiring to be onsite 3 days a week with the potential to work remotely several days per week.
Responsibilities*
Faculty Support:
Provide administrative support for the academic responsibilities of Neurology faculty
Effectively manage the daily electronic calendar of faculty who need this support; anticipate and resolve conflicts and deadlines
Answer, screen, handle, and/or route all program business telephone, fax, and email communications. Track messages and assist with responses.
Regularly update faculty curriculum vitae in Elements
Update paging schedule
Order and distribute faculty business cards, lab coats, faculty supplies, office supplies, kitchenette supplies, etc.
Assist with Student Administration via Wolverine Access: course maintenance, records and enrollment/term processing/class permissions and course evaluations.
Timely submit and track faculty absences via Qgendaworking with clinical managers and clinical coordinators
Grants:
Assist with administration and external liaisons for grants and progress reports
Prepare grant Proposal Approval Forms (PAFs) in coordination with the Research Office and with faculty guidance; track grant due dates and send regular reminders
Assist with preparation and submission of NIH and other sponsor grant applications, progress reports, biographical sketches, grant other support documents, and resource pages
Preparation for meetings and lectures:
Timely schedule meetings involving intra and extradepartmental faculty and staff (including creating schedule availability polls (e.g., doodle))
Reserve, set-up, and clean up conference rooms; manage catering orders as needed
Coordinate regularly scheduled and ad hoc faculty and divisional meetings
Coordinate educational lectures and help prepare CME paperwork
Set up and attend weekly division business meeting
Document preparation and management:
Format/edit a variety of correspondence and perform document management for manuscripts, abstracts, protocols, grant reviews, minutes, etc
File and maintain faculty documents and records
Develop/draft meeting agendas and associated documents, attend selected meetings, create meeting minutes and distribute materials as necessary
Procuring and reconciling:
Process reimbursement through Emburse
P-card management and SOA reconciliation
Procurement (purchasing) via Tier I function
Process invoices for payment
Other:
Assist with website updates as needed
Provide support for all other academic/research administrative projects
Provide cross coverage for administrative assistants within the department as needed
Organize and distribute incoming/outgoing mail and packages. Open/prioritize faculty mail and assist with follow-up
Complete business travel arrangements, including registrations, transportation, lodging, etc., and related external and University forms. Process travel reimbursements.
Additional duties and responsibilities as assigned
Provide guidance to members of faculty labs on procurement and reimbursement
Organize faculty and visitor travel, as well as meeting and conference hosting
Complete and process license renewals, membership dues and subscription renewals
Manage and track equipment using Neurology tech tools form/Excel spreadsheet
Required Qualifications*
4+ years of experience.
Maintain strict confidentiality on matters of a sensitive nature
Excellent organizational skills with the ability to organize and coordinate a diverse workload and complete multiple tasks within established and changing deadlines is required
Must be able to successfully analyze, manage, and appropriately prioritize scheduling for extremely busy high-level executive leadership calendars
Demonstrated ability to work independently, showing sound judgment based upon experience, as well as the capability to work as part of a diverse team in a professional and collaborative manner
Excellent written and verbal communication skills with a high degree of interpersonal skills, including the ability to accurately transcribe minutes, recommendation letters, dictations, etc. including the aptitude to initiate and/or draft correspondence, NIH biosketches, and update and format curriculum vitae
Strong ability to analyze, compare, and evaluate various courses of action, and make independent decisions on matters of significance free from immediate direction
Must be able to exercise initiative, diplomacy, discretion, a strong work ethic, and confidentiality with a positive, service-oriented attitude
Attention to detail and follow-through and meeting deadlines with time management and multitasking skills in required
Demonstrated experience with leading a project or seeing a project through completion is preferred
Desired Qualifications*
Associate's degree or equivalent experience
At least 5 years of progressively responsible administrative experience desired
Knowledge of Michigan Medicine policies and procedures
Experience with P-Card reconciliation and procurement processes
Experience with a broad range of UM applications such as Emburse, Marketsite, Elements and Qgenda
Proficiency in MS Word, Outlook, PowerPoint, and Excel
Modes of Work
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 thework modes (https://hr.umich.edu/working-u-m/my-employment/ways-we-work-resource-center/ways-we-work-implementation-group/modes-work) .
Background Screening
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. 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.
Application Deadline
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 anytime after the minimum posting period has ended.
U-M EEO Statement
The University of Michigan is an equal employment opportunity employer.
Job Detail
Job Opening ID
268837
Working Title
Admin Asst Sr Healthcare
Job Title
Admin Asst Sr Healthcare
Work Location
Ann Arbor Campus
Ann Arbor, MI
Modes of Work
Hybrid
Full/Part Time
Full-Time
Regular/Temporary
Regular
FLSA Status
Nonexempt
Organizational Group
Medical School
Department
MM Neurology Department
Posting Begin/End Date
9/19/2025 - 10/03/2025
Career Interest
Administration
Apply Now
