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 Division of General Medicine in the Department of Internal Medicine is seeking a highly competent, motivated and organized administrative professional to become part of our administrative team. The successful candidate will be able to function independently and act proactively to represent the division?s missions within the division, department, medical school and externally.
This position will report directly to the Business Manager and will support the Vice Chief for Strategy and Community Engagement, Assistant Chief for Population Health, Assistant Chief for Clinical Strategy, Ambulatory Care Clinical Chief, as well as other faculty. Candidates for this position are expected to exhibit strong organizational skills and demonstrated ability to collaborate effectively within a complex organization. The successful candidate must exhibit outstanding organizational and management skills that include team leadership, attention to detail, ability to assess competing priorities, decisiveness, a customer service orientation and the ability to achieve results on time.
The Division of General Medicine is the largest division in the Department of Internal Medicine, University of Michigan Medical School, with over 160 faculty and over 170,000 primary care patient visits annually. The Division is committed to transforming primary care delivery to provide high value, accessible and patient-centered care; eliminating healthcare disparities; enhancing the engagement and clinical experience of our faculty; supporting innovative research; enhancing medical student and resident education in primary care; and developing the next generation of general medicine clinicians, researchers and leaders. General Medicine pays competitive salaries, commensurate with experience, and boasts a culture of inclusiveness, openness, flexibility, and teamwork.

REQUIRED QUALIFICATIONS*

Education and Experience:

• Associates degree or equivalent combination of education and experience.
• A minimum of four years of progressively more responsible administrative assistant experience is required. Our ideal candidate will have experience working in a team oriented, fast-paced work environment with a proven track record of meeting deadlines, anticipating the needs of the team, and delivering outcomes.
• Proven experience and proficiency working in programs such as: Windows, Microsoft Office (Word, Excel, PowerPoint, Zoom, MS Teams) and Adobe Acrobat. Expertise with all technology and able to transition and problem solve quickly within Zoom.
• Exceptional writing and editing skills.

Attributes:

• Proven ability to be highly organized and self-motivated; able to manage multiple projects without loss of quality.
• Demonstrated ability to prioritize, meet deadlines, and produce detailed and accurate work.
• Efficient and enjoys detailed work such as tracking communications, policies and procedures.
• Ability to set priorities, handle multiple assignments and deadlines and display excellent judgment while operating in a flexible and professional manner; strong ability to multitask while remaining focused is essential.
• Strong oral and written communication skills with the ability to write clearly and concisely for various mediums.
• Ability to perform complex tasks, to work independently to organize workload, to be accountable for high quality work, and to meet all established deadlines.
• Demonstrated excellent problem solving; analytical and critical thinking skills.
• Ability to work independently with minimal supervision and maximum collaboration in a team environment.
• A high degree of initiative, resourcefulness, and the ability to anticipate needs.
• Must be able to take direction from several people and have proven ability to prioritize tasks with conflicting deadlines, handle frequent interruptions, and meet deadlines

DESIRED QUALIFICATIONS*

• Bachelor’s degree preferred and/or more than five years of progressively more responsible administrative/executive assistant experience is required.
• Prior experience within the University of Michigan and familiarity with their systems, policies, and procedures.
• Academic health system or medical center experience.

The ideal candidate will organize, prioritize, and complete tasks in a timely manner and handle confidential data with discretion. The position requires strong verbal and written communication skills, interpersonal skills, and strong organizational skills including attention to detail. The ability to work independently as well as part of a team and regularly exercise judgment in the application of policies, procedures, and methods is imperative. This position calls for open collaboration with a wide range of professionals. Must possess the ability to prioritize tasks and meet deadlines. Positive attitude and customer service orientation is a must.

• Provide comprehensive calendar management for the Vice Chief and other division leadership/faculty, exercising discretion and sound judgment to analyze and prioritize complex and frequently changing schedules. Screen meeting requests, resolve scheduling conflicts, and set appropriate priorities. Gather and assess meeting details, ensuring faculty receive all necessary background information in preparation for meetings.
• Assist with clinical faculty recruitment and visiting professor activities; will coordinate and manage the activities of the clinical faculty recruitment committee, and will organize all recruitment visits and activities.
• Assist with the annual clinical faculty evaluation process by distributing evaluation materials and assist with the collection of required documentation.
• Coordinate and schedule clinical leadership meetings and clinical conferences, both in-person and virtual, ensuring room reservations, audiovisual/Zoom support, and agenda preparation. Manage logistics such as meal arrangements, attendance tracking, and CloudCME recordkeeping. Oversee recording, editing, and timely posting of meeting and conference materials on SharePoint, and maintain comprehensive, accurate meeting minutes and schedules in collaboration with leadership.
• Collaborate with division clinical leadership to plan and execute special events (to include our signature Gradwohl event currently held twice a year), including coordinating dates, arranging guest speakers, and managing the full CME credit application process. Oversee all contractual arrangements for venues, catering, and related services under the direction of the Assistant Chief, Business Manager and division clinical leadership.
• Coordinate domestic and international travel for faculty and visiting speakers, including arranging transportation, accommodations, and preparing travel itineraries. Ensure compliance with university travel policies and preferences and provide timely support with travel documentation and expense reimbursements as needed.
• Draft, edit, format, and word process a variety of documents, including agendas, meeting minutes, manuscripts, abstracts, protocols, presentations, slides, posters, complex tables, policies, processes and guidelines, as well as maintain CVs in Elements.
• Prepare, reconcile and process expense reports and other reimbursements using Emburse expense management system with responsibility for ensuring compliance with University guidelines. Other duties will include, but not be limited to, procurement of goods/services and renewal of memberships/subscriptions using M-Pathways, reconciling P-card statements, request honorariums and consultant fees, human subject incentive payments, and other duties as assigned.
• Serve as a back-up support for the primary care on-call schedule ensuring timely processing and dissemination.
• Provide backup support to other administrative staff as needed.
• Additional duties and responsibilities as assigned.
• Division support: This position is part of a team based model supporting all of General Medicine. Oversee basic maintenance, service of and contracts for office equipment, order necessary office supplies and equipment.