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 mission of Michigan Medicine is to advance health to serve Michigan and the world. Our vision is to create the future of health care through discovery and to become the national leader in health care, health care reform, biomedical innovation and education.
The Wellness Office is seeking a highly qualified candidate to join our team as an Executive Assistant Associate Healthcare. The Wellness Office’s mission is to improve workplace well-being for all faculty, staff, and learners at Michigan Medicine. This role provides advanced administrative and logistical support to the Chief Wellness Officer and senior staff, and encompasses a wide-range of daily duties for the operational functioning and efficiency of the Wellness Office. This position requires highly professional interpersonal interactions with executive and senior leadership, faculty, staff, administrative professional peers, collaborative partners and key stakeholders across Michigan Medicine. The ideal candidate will thrive in a changing, complex environment, demonstrate judgment and discretion, and has experience in making independent decisions regarding planning, organizing and prioritizing work. A strong and responsible work ethic and ability to work as part of a developing team is essential.
The Executive Assistant will engage in senior level calendar management, scheduling, meeting coordination, budget and expense handling, HR and financial transactional support, and internal controls processes. This position is an integral member of the Wellness Office team, and provides overall administrative and logistical support, input, implementation, and innovation towards the forward progress of our strategic deliverables.
This position will report to the Senior Administrative Manager with primary administrative accountability to the Chief Wellness Officer and medical school executive administration.
Responsibilities include but are not limited to:
Provide administrative and logistical support including complex calendar management, scheduling with appropriate prioritization, and adjusting to changing requests and shifting needs.
Coordinate travel arrangements, expense reporting and reconciliation, and p-card purchasing.
Schedule and coordinate in-person and virtual meetings/conferences; maintain agendas, invites and meeting notes.
Facilitate visitor travel and meeting itineraries, virtual and in-person conference and meeting setup, and special events.
Engage in budgeting, internal controls processes, documentation, and maintenance.
Provide HR and financial transactional support.
Organize and maintain office documentation, tracking, and resources.
Maintain office facilities, office supplies, equipment and services.
Manage office phone, electronic (including web-based), and in-person office inquires.
Develop process improvements for functional and operational efficiency.
Apply innovative administrative strategies to achieving key strategic deliverables.
Contribute to annual reporting metrics and deliverables.
Prepare thoughtful written and oral communications for leadership and diverse audiences internally and externally.
Collaborate and build inclusive relationships with key partners, and model respect, recognition, helpfulness, and collaboration.
Establish and maintain excellent working relationships with team, partners and stakeholders.
Act with courage and confidence to apply creative thinking and initiative, seize opportunities, demonstrate personal conviction and convey an optimistic outlook.
Create value for a diverse community by fostering a climate of service excellence.
Demonstrate forward thinking, anticipate and resolve issues, manage changes, and escalate issues to achieve desired output; build consensus among stakeholders with disparate viewpoints.
Perform other duties as assigned.
At least 4 to 5 years of progressively responsible administrative support experience.
Experience calendaring for multiple individuals exercising discretion and judgment to screen the purpose of requests, prioritize complex meeting requests, obtain information with regard to the meeting and provide background information needed.
Exceptional written, verbal, and interpersonal skills with various audiences and levels of the organization, including faculty, staff and learners.
Advanced proficiency using Microsoft Outlook, Word, Excel, PowerPoint; Google documents, and Adobe Acrobat.
Demonstrated organizational skills and highly self-motivated to successfully complete multiple tasks and prioritize work duties within established and changing deadlines.
A high degree of initiative, resourcefulness, and the ability to anticipate needs.
Capacity to exercise initiative, independent judgment, diplomacy, discretion, and confidentiality with a positive, service-oriented attitude.
Ability to work cooperatively and collaboratively with others from various disciplines and backgrounds.
Ability to work independently and complete deliverables, proactively problem solve and creatively recommend solutions to complex issues.
Demonstrated flexibility and ability to adapt oneself in a complex environment, adjusting as required and always engaging in self-reflection, continual learning, and growth.
Attention to detail is essential, while keeping broader understanding of the bigger picture.
Reasonable knowledge of Michigan Medicine’s, University of Michigan Medical School and University of Michigan principles, standards, policies and procedures.
Experience working in the complex environment of a large health system and/or academic medical center.
Experience with P-Card reconciliation and procurement processes.
Experience with a broad range of UM applications such as Concur, Wolverine Access, M-Pathways.
Ability to quickly become proficient in the use of new software.
Demonstrated passion for faculty, staff, and learner well-being.
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: 201213
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.