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

A successful candidate will serve as an Administrative Assistant in the Department of Obstetrics & Gynecology at the University of Michigan. This position presents an opportunity to provide high level administrative and project support to the dedicated faculty within the Gynecology Division.

REQUIRED QUALIFICATIONS*

Administrative Assistant Intermediate:

• Bachelor’s degree or equivelent combination of education and experience.
• 2-3 years of progressively responsible professional experience
• Must have previous experience working in an academic medical institution or similar setting.
• Excellent attendance and punctuality
• Must be able to work independently as well as part of an integrated team.
• Proven ability to effectively prioritize, multi task, and adapt as priorities shift.
• Excellent organization skills and attention to detail, deadlines, and policy compliance.
• Excellent oral and written communication skills.
• Must be proficient in MS Office applications

Administrative Assistant Senior:

• Bachelor’s degree or equivelent combination of education and experience
• 4 or more years of progressively responsible administrative experience
• Must have previous experience working in an academic medical institution or similar setting.
• Excellent attendance and punctuality
• Must be able to work independently as well as part of an integrated team.
• Proven ability to effectively prioritize, multi task, and adapt as priorities shift.
• Excellent organization skills and attention to detail, deadlines, and policy compliance.
• Excellent oral and written communication skills.
• Must be proficient in MS Office applications

DESIRED QUALIFICATIONS*

• Familiarity with LEAN processes and principles
• Previous knowledge of UMHS policies and procedures is a plus.
• Previous experience working with faculty

Project Support:

• Development and management of division resources
• Partner with Division Director in review of budgets and spending along with constructing development growth and long term goals

Comprehensive Travel Support of Faculty

• Track faculty absences, utilizing QGenda, Outlook, and excel tracking spreadsheets
• Development of itinerary, flight schedule, reservations, and reimbursements through concur
• Arrange transportation, hotel accommodations, and conference registration
• Track all clinical activities and cancel clinics as required

Calendar Management

• Maintain faculty outlook calendars and proactively work to resolve conflicts
• Communicate clinic and OR closures with appropriate staff
• Arrange, coordinate, and document meetings
• Maintain all faculty clinical activities and time away (vacation, cme, etc.) in QGenda.

Administrative Support for the Division

• Assist developing presentations for the GYN faculty
• Partner with division director and obgyn administration to develop clinical/call schedules in QGenda.
• Coordinate divisional and individual faculty meetings and provide administrative support such as development of agendas and taking minutes
• Assist faculty with coordinating and scheduling national society and major educational events and meetings
• Coordinate all faculty recruiting activities, correspondences with candidates, travel arrangements, hosted events and interviews
• Arrange all hosted events, conferences, seminars, including advertising
• Monitor and triage all incoming calls, and emails and initiate appropriate judgement and follow up
• Maintain and updated faculty Curriculum Vitae (CV) and Biosketches
• Compile statistical data for monthly review
• Monitor PDF expenses for Faculty and report monthly
• Monitor Research Support Accounts and be able to account for all transactions
• Hold PCard and reconcile with Concur
• Prepare Non PO-Vouchers, Purchase orders and PCard transactions