The Department of Emergency Medicine, Division of Pediatric Emergency Medicine, is looking for an outstanding candidate for an Administrative Specialist Associate position. This role directly supports several of our Pediatric Emergency Medicine faculty, including our Division Chief for Pediatric Emergency Medicine (PEM) and Medical Director for Children's Emergency Services (CES). The candidate will work closely with their faculty and other administrative staff to manage faculty calendars, support faculty meetings, handle faculty expense reimbursements, and assist faculty with all other administrative needs. This role reports to the Manager of Administrative Operations for the Department of Emergency Medicine and works collaboratively with the other administrative assistants and specialists within the department to support our faculty. Our department has a highly capable and welcoming team of administrative support staff which provide an opportunity for cross-coverage, learning in additional areas, and drawing on best practices across the department.
A successful candidate will have the ability to work both independently and as a part of a collaborative team. The candidate will be able to complete multiple tasks simultaneously and prioritize work. A commitment to Michigan Medicine core values, including service excellence is required. This role is anticipated to work 2-3 days on-site per week at the C.S. Mott Children's Hospital. An on-site rotation calendar is created collegially with the other administrative assistant team members. During an onboarding period, the candidate may need to come on-site every day.
Provide administrative support to several Emergency Medicine faculty members, including the Division Chief for Pediatric Emergency Medicine and Medical Director for Children's Emergency Services
Provide division of PEM with project tracking and project management support
Support monthly Division of PEM meeting at North Campus Research Complex or main hospital
Support monthly CES Management meeting with minutes and project tracking
Provide administrative support for the Gender Equity Committee, including meeting minutes as needed
Support Gender Equity Committee biannual emergency medicine conference with event planning services in conjunction with Henry Ford
Manage calendars, schedule meetings, reserve meeting rooms, and assist with on-site event set-up for meetings
Prepare faculty recruiting itineraries for Pediatric Emergency Medicine faculty recruits and coordinate domestic and international travel arrangements
Support expense reimbursement for travel, membership renewals/dues, subscriptions, conference registrations and handle expense tracking and reporting
Assist faculty with maintaining Curriculum Vitae (CV)
Assist with onboarding new faculty and staff
Coordinate CME applications, updates, and closeouts for learning activities
Perform other duties as assigned
Bachelor's degree or equivalent combination of education and experience; or more than 5 years of administrative experience
Excellent interpersonal skills to handle sensitive and confidential situations that require demonstrated poise, tact, confidentiality and diplomacy
Excellent written and oral communication skills with the ability to effectively communicate and collaborate with all levels of constituents
Experience with spreadsheet and presentation applications including Excel, Word, and PowerPoint
Demonstrate ability to set priorities, handle multiple assignments, work collaboratively with team members, and meet competing deadlines
Judgment while operating in a flexible and professional manner
Prior experience working in academic healthcare or academic research setting
Experience directly supporting academic faculty with administrative needs
Knowledge of medical school, hospital and/or clinical department policies and procedures.
Knowledge of UM policies and procedures preferred
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.
Michigan Medicine improves the health of patients, populations and communities through excellence in education, patient care, community service, research and technology development, and through leadership activities in Michigan, nationally and internationally. Our mission is guided by our Strategic Principles and has three critical components; patient care, education and research that together enhance our contribution to society.
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 any time after the minimum posting period has ended.
The University of Michigan is an Equal Opportunity Employer. We are committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants, including protected veterans and individuals with disabilities.
