This position will provide professional administrative support to several clinical and research faculty and fellows in the Department of Ophthalmology and Visual. This position requires excellent multi-tasking and problem-solving skills as well excellent teamwork.
Coordinating Vision Research Seminar Series including confirming seminar dates with speakers/faculty, making travel arrangements, scheduling interviews and organizing program.
Assist seminar speakers in making travel arrangements, processing honorariums and reimbursements, prepare itineraries, advertise seminars – including sending out email notices and posting flyers. May include tracking registrations, communicating with attendees, producing meeting presentation packets, scheduling hotels and conference rooms, generating name tags, etc.
Coordinate and support Vision Research CORE including taking meeting minutes, scheduling meetings, and supporting staff.
Coordinate complex travel arrangements, process travel and hosting reports
Maintaining calendars for multiple faculty, including Who’s Off departmental calendar
Organize meetings, prepare Powerpoint presentations, edit images for presentation/publication as well as prepare and organize material, agendas and minutes for various meetings as requested
Ordering lab supplies for several labs and PIs
Triage phone calls and distribute messages to faculty as needed
Work closely with multiple departmental teams involving finance, clinical care, research, marketing, development and education
Schedule complex meetings with several members as well as arrange for conference rooms. This will include the scheduling of training sessions and retreats, which will require coordination with multiple physicians across the Health Center.
Transcribe patient letters, recommendation letters, letters of medical necessity, and other items as needed
Facilitate patient communications and patient care, working with the clinic clerical team
Provide all reasonable administrative support for the faculty and fellows.
Reconcile several PCard statements as well as travel reimbursement utilizing Concur
Collect, sort and process mail
Provide back-up support to other administrative assistants and faculty as needed
Respond to inquiries of highly sensitive and confidential material
Other duties as assigned by faculty and supervisor
Must work well independently and be self-motivated.
High School Diploma and 2-4 years of experience
Excellent computer skills
Outstanding organizational, written and verbal skills with a strong customer focus
Must be detailed oriented with the ability to prioritize and manage multiple tasks with competing deadlines as well as work effectively with frequent interruptions
A high degree of creativity, initiative and resourcefulness in required
– Collegiality and collaborative skillsTeamwork
– Exceptional service to all customers, respect to all you interact with during the workdayCaring/Compassion
– Open to changes and challenges to meet the goals/vision of KECInnovation
– Trust, respect and honesty; awareness and adherence to UMHS/KEC policies and proceduresIntegrity
Candidate must be able to demonstrate and/or provide examples of the following:
Must be able to maintain highly confidential information and use excellent judgement on a variety of sensitive subjects
4 years recent administrative and secretarial experience
Experience working in a team-oriented atmosphere and able to manage a fast-paced work environment with the ability to promote professional relationships within a team
Flexibility to occasionally work outside the normal business hours
Concur, Procurement and MiChart knowledge preferred
Ophthalmology terminology preferred
Hours/Week: 40 hours/week
Days: Monday – Friday
Hours: 8:00 a.m. – 5:00 p.m.
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: 169764
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.