Administrative Assistant Senior/Intermediate Healthcare
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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.
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.
Job Summary
We're looking for a senior level administrative assistant who genuinely enjoys the academic side of medicine, the details, the structure, the organization, and the satisfaction of getting it exactly right.
This role sits at the center of our faculty's academic and professional work, specifically supporting CV development, Elements maintenance and scholarly documentation, with additional focus on high-volume procurement and reimbursements. It's a unique blend of transactional coordination and detail-oriented academic support ideal for someone who thrives in both worlds.
Our team culture matters a lot to us! We?re collaborative, supportive, and intentionally low on chaos. We help each other out, we communicate openly, and we take pride in the work we do without taking ourselves too seriously.
This position is part of a newly designed support model that allows clinical administrative staff to focus on operations, while this role leads our academic and professional workstream. You'll partner closely with faculty, leadership, and administrative teammates to keep things moving smoothly and accurately.
We are primarily remote, with occasional in-office time at our Burlington location - conveniently off the main medical campus, with easy parking and a quieter, more flexible work environment. Join us!
Summary
Provides centralized support for faculty academic, professional development, and research-related administrative activities within the Department of Physical Medicine & Rehabilitation.
This role manages work categorized as academic in nature, including faculty CV maintenance, procurement, reimbursement, research and scholarly support, and legal activity coordination. The position works closely with faculty, administrative clinical staff, and departmental leadership to ensure accurate documentation, timely processing of professional activities, and compliance with institutional requirements.
Responsibilities*
Academic Record & CV Management
Maintain and update faculty CVs in accordance with Medical School formatting requirements.
Perform regular updates and maintenance within the Elements faculty activity reporting system.
Assist faculty with documentation of scholarly activity, publications, presentations, and professional service.
Coordinate collection of materials required for academic promotion and review processes.
Procurement Assistance
This role will serve as the primary administrative resource for faculty procurement activities and will manage a high volume of purchasing transactions related to academic, research, and professional operations.
Coordinate the ordering and procurement of goods and services required for faculty academic, research, and professional activities, including technology, supplies, professional materials, and other approved purchases.
Initiate and process purchases using appropriate university procurement methods such as Marketsite+ and PCard transactions in accordance with university guidelines.
Identify and utilize approved university strategic suppliers and contracted vendors when sourcing goods or services.
Monitor and track purchase orders, delivery timelines, and order fulfillment to ensure goods and services are received accurately and on schedule.
Assist faculty and departmental leadership in navigating procurement processes and selecting the appropriate purchasing method for goods or services.
Track procurement activity and maintain organized records for departmental purchasing transactions.
Reimbursements & Academic Expense Coordination
Process reimbursements related to professional development, travel, and academic activities.
Assist faculty with reimbursement documentation and submission requirements.
Maintain records of professional development expenditures and funding balances.
Professional Development & CME Administration
Coordinate conference registrations, membership renewals, and related professional activities as requested.
Scholarly & Research Support
Assist clinical faculty with preparation of biosketches and academic documentation required for grants or collaborations.
Legal, Deposition, and Subpoena Coordination
Coordinate administrative aspects of legal inquiries involving faculty, including depositions, subpoenas, legal meeting coordination, billing for legal activities.
Serve as liaison with institutional legal team to ensure proper documentation and scheduling
Track legal requests and assist with billing documentation when required.
Departmental Workflow Coordination
Serve as the primary administrative contact for academic workstream requests submitted through departmental intake channels.
Collaborate with clinical administrative pod staff to ensure requests are routed appropriately between operational and academic workstreams.
Collaboration & Communication
Work closely with the Department Administrative Manager to monitor workload distribution and address complex or escalated requests.
Collaborate with administrative pod staff to ensure seamless support for faculty needs.
Participate in departmental administrative meetings and process improvement initiatives.
Required Qualifications*
Senior Level: Bachelor's degree and a minimum of two (2) years of administrative experience supporting academic, research, or professional activities OR four (4) or more years of administrative experience in an academic medicine or higher education environment.
Open to underfill as Administrative Assistant Intermediate Healthcare with required qualifications of high school education or equivalent and two to four years of administrative experience in an academic medicine or higher education environment.
Key Competencies
Strong organizational skills with the ability to manage documentation, track detailed information, and maintain accurate records.
Experience coordinating complex requests and activities across multiple stakeholders in a fast-paced environment.
Strong attention to detail and documentation accuracy.
Ability to manage multiple deadlines and requests simultaneously.
Excellent written communication and organizational skills.
Collaborative approach to problem solving and workflow coordination.
Desired Qualifications*
Experience working in an academic medical center environment.
Familiarity with faculty activity reporting systems (e.g., Elements, Marketsite+).
Experience supporting academic promotion processes.
Experience coordinating academic reimbursements and professional development funding.
Why Join Michigan Medicine?
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
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) .
Work Schedule
Monday-Friday 8-5
Work Locations
Combination of remote and in-person work at 325 E. Eisenhower Pkwy, Ann Arbor, MI
Underfill Statement
This position may be underfilled at a lower classification depending on the qualifications of the selected candidate.
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
275827
Working Title
Administrative Assistant Senior/Intermediate 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 PM&R
Posting Begin/End Date
4/07/2026 - 4/14/2026
Career Interest
Administration
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