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.
The Department of Neurosurgery is seeking a highly qualified candidate to join our administrative team as Executive Assistant Associate Healthcare. The role provides a wide range of complex, responsible and confidential administrative support to the Department Chair and the Chief Department Administrator (CDA). The candidate will be expected to carry out advanced, diversified duties requiring a highly developed skill set, with a broad and comprehensive past experience and knowledge of organizational policies and practices. It is expected that this role will have a strong customer service focus, will represent the department Chair in a highly professional manner, requiring the confidence, competence and discretion to interact on a daily basis with Michigan Medicine Leadership, departmental faculty, staff and administrative professional peers. The ideal candidate will thrive in a fast paced environment, have outstanding interpersonal skills, judgment and discretion and has strong experience in making independent decisions regarding planning, organizing and prioritizing work. Providing a strong and responsible work ethic with accountability, possessing a high-level of professionalism and an aptitude to make independent decisions when appropriate, as well as the ability to work as part of a team is essential.
Provide direct and advanced administrative support through the execution of administrative and operational activities which include but are not limited to:
Provide complex calendar management, exercising discretion and judgment to analyze and appropriately prioritize complicated and challenging schedules; responding to frequent changes in schedules; screening the purpose of meeting requests; setting priorities when there is a conflict; obtaining information with regard to the meeting and providing Chair and CDA with background information needed for meetings.
Coordinate complex travel arrangements for the Chair
Manage and create expert correspondence and communication (verbal, written, and e-mail) using independent judgment, and requiring a high degree of confidentiality, discretion, and professionalism; including some independent interpretation when typing draft dictations
Screens/triages telephone calls and visitors. Resolve routine and complex inquiries from inception to resolution, including those regarding highly confidential matters and urgent/emergent operations issues, in a timely and efficient manner.
Provide high-level, pro-active support for faculty, executive and other key meetings, including scheduling, meeting material and agenda content tracking and preparation, attending meetings and taking minutes and/or notes, tracking action items and decisions made, and generating all necessary follow-up correspondence to ensure work is completed as appropriate to support related meeting business and to prep for subsequent meetings.
Assist in preparation and editing of presentations that could include charts and graphs. Final output and product must represent a professional end-product.
Coordinates various department-wide administrative projects and department-related hospitality events as needed/requested.
Liaison with key internal and external professions on behalf of the Chair and CDA
Expertise in developing core processes to support the overall efficiency and effectiveness of Chair’s Office as departmental needs change.
Must have strong interpersonal skills and proven ability to build collaborative relationships.
Assist, and/or lead, the management and coordination of faculty processes that flow through the Chair’s Office, that include but are not limited to:
Faculty recruitment, including scheduling and coordinating interviews for the search committees and preparation of travel arrangement and itineraries for candidates.
Appointments and onboarding processes for Faculty. Appointment work is inclusive of credentialing, re-credentialing enrollment and licensure activities.
Annual faculty performance evaluation process including gathering of materials.
Faculty promotion process serving as an additional liaison between the Chair, the Promotions Committee and the Office of Faculty Affairs.
Bachelor's degree preferred or an equivalent combination of education and experience.
At least 4 to 5 years of high level administrative office experience.
Maintain strict confidentiality on matters of a sensitive nature
Excellent organizational skills with the ability to organize and coordinate a diverse workload and complete multiple tasks within established and changing deadlines is required.
Must be able to successfully analyze, manage and appropriately prioritize scheduling for extremely busy high-level executive leadership calendars.
Demonstrated ability to work independently, showing sound judgment based upon experience, as well as the capability to work as part of a diverse team in a professional and collaborative manner.
Excellent written and verbal communication skills with a high degree of interpersonal skills, including the ability to accurately transcribe minutes, recommendation letters, dictations, etc. including the aptitude to initiate and/or draft correspondence. Maintain curriculum vitae and bio-sketches.
Strong ability to analyze, compare, and evaluate various courses of action, and make independent decisions on matters of significance free from immediate direction.
Must be able to exercise initiative, diplomacy, discretion and confidentiality with a positive, service-oriented attitude.
Attention to detail and follow-through and meeting deadlines with time management and multitasking skills in required.
Demonstrated experience with leading a project or seeing a project through completion.
High level computer skill proficiency in MSWord, Outlook, PowerPoint, Concur, Adobe, and Excel.
Previous executive leadership experience is desired.
Experience with P-Card reconciliation and procurement processes.
Experience with a broad range of UM applications such as Concur, Marketsite, M-CV, M-ACE, Cactus, Wolverine Access and People Pay.
Knowledge of Medical School and Michigan Medicine policies and procedures.
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.
Job openings are posted for a minimum of seven calendar days. This job may be removed from posting boards and filled anytime after the minimum posting period has ended.
The University of Michigan is an equal opportunity/affirmative action employer.
Internal Number: 169535
About University of Michigan - Ann Arbor
A great university is made so by its faculty and staff, and Michigan is recognized as one of the best universities to work for in the country. The Michigan culture is known for engaging faculty and staff in all facets of the university to create a workplace that is vibrant and stimulating.For two consecutive years, the Chronicle of Higher Education has placed U-M in its "Great Colleges to Work For" survey. In particular, the university earns high marks for strong relations between faculty and administrators, a collaborative system of governance, strong pay and benefits, and a healthy work/life balance.