Senior Administrative Assistant to the Chair
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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.
Who We Are
The Department of Human Genetics (DHG) at Michigan Medicine is proud to be recognized as the first dedicated human genetics department in the United States. As one of nine basic science departments in the Medical School, our primary mission is to advance genetics and genomics through teaching and research, deepening our understanding of biology and human disease.
Our department is also known for its vibrant community. Annual social events, including a department picnic and retreat, bring faculty, staff, and students together, and our engaged Administrative Team works and socializes closely together.
Job Summary
The Department of Human Genetics seeks a Senior Administrative Assistant to support the Department Chair and help coordinate departmental operations. Key responsibilities include complex scheduling, coordinating established events and visiting speaker programs, arranging faculty recruitment visits, travel and expense processing, access coordination, purchasing backup, and front-office service.
We seek an organized, detail-oriented communicator who exercises sound judgment, handles confidential matters with discretion, and adapts to changing priorities. The successful candidate will work independently and collaboratively with faculty, staff, students, visitors, and partners across the Medical School.
This position reports to the Chief Department Administrator and works closely with the Department Chair. The Chief Department Administrator coordinates priorities and conducts performance evaluations with input from the Chair.
Responsibilities*
Administrative and Leadership Support
Coordinate meetings and provide complex calendar and scheduling support for the Department Chair, including scheduling with internal and external stakeholders, resolving conflicts, and communicating changes promptly and professionally.
Draft, edit, format, and proofread correspondence, reports, presentations, and other administrative materials using Microsoft Office and Google Workspace. Organize and share documents using departmental collaboration tools.
Organize faculty and committee meetings by preparing agendas, arranging refreshments, distributing materials, recording minutes, conducting post-meeting surveys as needed, and tracking follow-up actions.
Prepare Emburse expense reports for the Department Chair and Chief Department Administrator, ensuring compliance with departmental, Medical School, and University policies.
Research and resolve reimbursement, travel, purchasing, and payment discrepancies.
Event Management and Visiting Speaker Coordination
Coordinate planning and execution of established departmental events and programs, including the seminar series, lectureships, retreats, and other academic or community-building events, in collaboration with department leadership and the Marketing and Communications Specialist.
Manage event logistics, including room scheduling, catering, equipment, vendor coordination, invitations, RSVPs, communications, materials preparation, and day-of support, and document planning activities, post-event feedback, and follow-up.
Coordinate the departmental seminar series and visiting speaker agendas for lectureships, including travel, lodging, itineraries, and related communications.
Track expenses against an assigned budget, reconcile event expenses, and prepare reimbursements and honorarium transactions for visiting speakers in compliance with departmental, Medical School, and University policies.
Assist the Administrative Team with department-wide events, such as graduation, led by other team members.
Recruitment and Transitions Support
Assist with recruitment of faculty, postdoctoral fellows, and administrative staff, including arranging candidate visit schedules, air and ground travel, hotels, and detailed itineraries, and preparing materials.
Serve as the primary point of contact for faculty candidates during their visits, welcoming them and accompanying them between scheduled meetings as needed.
Assist with onboarding new faculty and offboarding departing faculty.
Prepare reimbursements for recruitment candidates in compliance with departmental, Medical School, and University policies.
Programmatic Support
Support student and research fellow attendance at the American Society of Human Genetics (ASHG) conference, including communications and expense reimbursement.
Coordinate the Department?s alumni event at ASHG from Ann Arbor; this responsibility does not involve travel to the event.
Assist with staff and faculty travel arrangements for the Annual Biomedical Research Conference for Minority Students (ABRCMS).
Provide support for the department?s Genetics Immersion Program, which introduces high school students to genetics.
Front Office, Access, and Purchasing Support
Provide welcoming, professional service to faculty, staff, students, and visitors.
Serve as the primary front-office contact, with backup support from the Purchasing Clerk. Responsibilities include answering phones, greeting visitors, accepting packages, distributing mail, scheduling conference rooms, opening and closing the office, and tidying shared spaces after events.
Coordinate building access, key requests, and systems access for, confirming first that required lab safety training is complete, as appropriate.
Serve as the primary purchasing backup, processing purchase requests in compliance with departmental, Medical School, and University policies.
Perform other duties as assigned.
Required Qualifications*
Associate?s degree in business administration or a related field, or an equivalent combination of education and experience.
Four or more years of administrative experience.
Experience managing complex calendars and coordinating meetings with multiple stakeholders.
Experience coordinating events, including logistics, vendor coordination, and expense tracking.
Experience arranging travel and visit agendas for outside visitors.
Experience preparing expense reports and reconciling transactions, using Emburse or similar systems.
Experience providing front office or customer service support.
Proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook) and Google Workspace.
Strong written and verbal communication skills, with excellent organization, attention to detail, and follow-through.
Ability to manage multiple priorities, meet deadlines, and adapt to changing needs.
Sound judgment, problem-solving skills, and the ability to maintain confidentiality.
Ability to work independently and as part of a team, partnering effectively with faculty, staff, students, visitors, vendors, and external partners.
Professionalism, reliability, and a commitment to excellent service.
Desired Qualifications*
Bachelor?s degree in business administration or a related field.
Experience supporting faculty or staff recruitment.
Experience with Qualtrics or similar survey tools.
Knowledge of University travel, reimbursement, and purchasing policies.
Experience with Marketsite+ and M-Pathways eProcurement systems.
Experience in an academic, healthcare, or higher education setting.
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
Standard work hours are Monday?Friday during regular business hours, with occasional early morning, evening, or weekend work to support events.
Work Locations
This is a fully on-site position at our Ann Arbor Medical School offices.
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.
U-M EEO Statement
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.
Job Detail
Job Opening ID
285378
Working Title
Senior Administrative Assistant to the Chair
Job Title
Admin Asst Sr Healthcare
Work Location
Ann Arbor Campus
Ann Arbor, MI
Modes of Work
Onsite
Full/Part Time
Full-Time
Regular/Temporary
Regular
FLSA Status
Nonexempt
Organizational Group
Medical School
Department
MM Human Genetics Department
Posting Begin/End Date
11/05/2026 - 11/19/2026
Career Interest
Administration
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