We, the staff and faculty of the Frankel Cardiovascular Center (FCVC) team, are committed to advancing medicine and serving humanity through living and teaching our core values of Caring, Teamwork, Integrity, Innovation and Excellence. Each FCVC employee is expected to understand and demonstrate that in every interaction we represent our entire organization in the care we provide and in the courtesies we extend to patients, families, and each respective team member. The FCVC is dedicated to partnering with patients and families to deliver the safest and highest quality of health care. Excellent service is an expected and integral part of the FCVC culture.
To be considered for this position, a cover letter is required and should be attached as the first page with your resume. The cover letter should address your specific interest in the position and outline skills and experience that directly relate to this position.
To provide administrative support to the Frankel Cardiovascular Center Administration office, specifically the Director of Clinical Operations, Financial Senior Manager, Quality Data Manager and other management personnel. Support includes coordinating a significant number of high level meetings; answering phones, organizing calendars, filing, providing assistance, directing and resolving questions to those who enter the FCVC administrative suite, preparing correspondence, sorting and distributing mail, conducting travel arrangements, and ordering supplies for the administrative staff. In addition, the role includes supporting and staffing various FCVC committees. This includes taking minutes, preparing agendas, and communicating with committee members, as well as other assigned duties in support of these programs. The role may also include other assigned duties in support of the FCVC administrative office suite such as providing back-up coverage to other assistants, providing support to administrative personnel including assisting with major presentations and conferences, preparing slide presentations, reports, and data entry. Under FLSA, incumbents in this position are nonexempt.
Provide administrative support for Frankel CVC Administration management personnel.
Provide significant calendaring (management and creating meetings on behalf of senior staff) including room assignments and assisting with agendas, communication about conferences, meetings, and meeting minutes when necessary.
Order, receive and stock business office/coffee supplies for the respective FCVC Administrative personnel.
Make travel arrangements and organize calendar (set meetings) for FCVC management personnel and visiting staff or faculty. Travel typically includes air or rail transport, rental car, and hotel accommodations as well as conference registration and transportation.
Maintain and reconcile expenses including collection of receipts, processing of travel documents and hosting paperwork including the preparation of P-Card statements and other various expenses.
Provide administrative support for major conferences, board meetings, committee meetings, and site visits for the Frankel Cardiovascular Center. Examples may include National Advisory Board Meeting, Leadership Retreat, and DEI and Wellness Committees.
Answer and/or direct inquiries from faculty, staff, and other customers on behalf of FCVC Administration as appropriate.
Initiate, compose and edit correspondence as directed by FCVC management personnel.
Maintain confidentiality of proprietary information.
Assist with designing and editing presentations and proposals as requested.
Exercise independent discretion and judgment and be capable of analyzing information requests and forwarding them as appropriate.
Provide back-up coverage to other administrative assistants as needed.
Other duties as assigned.
Direct supervision is received from the Frankel CVC Director of Clinical Operations. Functional supervision is received from the Administrative Specialist to the FCVC Chief Administrative Officer.
High school diploma or equivalent combination of education and experience is necessary.
Two to four years of administrative support experience (4+ years for Senior level).
Ability to assess competing priorities, manage workflow, and meet operational deadlines.
Demonstrated ability to work independently, showing sound judgment based upon experience, and the capability to work as part of a team in a professional and collaborative manner.
The skill to handle confidential materials and situations with sensitivity and discretion is required.
Exceptional customer service skills and professional demeanor in all interactions.
Excellent interpersonal and written communication skills; ability to work independently with general supervision and maximum collaboration in a team environment.
Ability to work with a diverse group of people in a diplomatic and effective manner.
Exemplary attention to detail with strong proof reading and grammar skills.
Must be able to analyze, manage and appropriately prioritize scheduling for an extremely busy calendar.
Ability to multi-task and work well under time constraints.
Strong organizational skills.
Demonstrated strong Microsoft Office (Word, PowerPoint, Excel) skills.
Demonstration of commitment to the FCVC Core Values.
Bachelor’s degree preferred.
Previous work in a healthcare setting.
Experience utilizing Outlook, Concur and other University of Michigan IT systems is desired.
Previous experience with complex calendaring/scheduling meetings in Microsoft Outlook.
Knowledge of University policies, rules, and regulations is desired.
(4) -10 hr shifts, days (Mon, Tues, Thur, Fri with Wed off). Some responsibilities may require occasional flexibility in shift, as needed.
This position may be underfilled at a lower classification depending on the qualifications of the selected candidate.
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. The review and selection process may begin as early as the eighth day after posting. This opening 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: 176584
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.