Executive Assistant Sr Hlth

at  University of Michigan

JOB SUMMARY

Provide proactive comprehensive administrative support to the Chair and, partnering with the CAO’s administrative professional, provide back up support to the Department CAO. Manage important departmental reoccurring meetings that involve both parties as well as the Executive Vice Chair.

REQUIRED QUALIFICATIONS*

• Progressively complex administrative assistant experience
• Proficiency in the use of computers and software including Microsoft Office products (Word, Excel, PowerPoint, Outlook)
• Competency in transcription, proofreading and editing.
• Excellent verbal and written interpersonal skills.
• Skilled in organization and attention to details
• Keen focus and priority on customer service
• Demonstrated ability to handle multiple items simultaneously and produce high-quality work in a timely, accurate and efficient manner.
• Experience in handling items of a confidential nature efficiently and professionally
• Ability to work in a team environment and build trust with colleagues, staff, and faculty.
• Work independently and self-initiated

DESIRED QUALIFICATIONS*

• Knowledge of University and Department of Internal Medicine policies, procedures, and regulations

Provide complex, rigorous calendaring and agenda management support for the Chair such as but not limited to:

Chair’s meetings: Division Chief and Vice Chair meetings

• Departmental All Faculty meetings
• Departmental administrative meetings
• Coordinate onboarding and orientation of all new Division Chiefs and Vice Chairs
• Division Internal Reviews meetings
• Chair’s direct reports replacement searches: Division Chief and Vice Chair Searches (coordination for search committees, interviews, and travel)
• Chair’s direct reports? annual evaluations: Division Chiefs and Vice Chairs Annual Review (coordination of calendar, collection of data for reviews)

Essential elements needed:

• Exercise judgment on setting priorities for effective and creative use of time
• Respond to frequent changes in schedule
• Execute support for on-site and hybrid meetings
• Secure locations for meetings
• Order meals in compliance with University policy
• Distribute information, prepare copies, accumulation and presentation of data
• Provide technical meeting support
• Provide scheduling support for Chair’s Lab

Primary contact for Chair’s signature system.
Coordinate travel arrangements including air, hotel, and ground transportation; may need to complete relevant forms and work with conference personnel; the ability to coordinate multiple trips simultaneously is required
Support Chair’s research program, including but not limited to CV and NIH bio sketch maintenance.
Process expense reports and other financial transactions; reconcile P-card expenses, gathering required information and ensure that receipts are in order and accounted for appropriately.
Partner closely with colleagues in support of the Department of Internal Medicine leadership team and cross cover as needed.
As always, the above is not a comprehensive list of all potential responsibilities; the ideal candidate will remain open to cross coverage support, novel ideas and additional requests.