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ADMIN ASST (TEMP)

Company: Medical School
Location: Ann Arbor
Posted on: January 16, 2020

Job Description:

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.

Job Summary
The Department of Neurology is seeking a temporary administrative assistant to provide support to our Sleep Disorders Center faculty. The successful candidate will provide a full range of highly responsible administrative activities to multiple clinical and research faculty members. This temporary position offers exposure and excellent learning opportunities to various aspects of the advanced administrative function within Michigan Medicine.
The successful candidate will have a strong customer service focus, and will represent the department in a highly professional manner. This will require the individual to act with confidence, competence and discretion on a daily basis while interacting 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 solid experience in making independent decisions regarding planning, organizing and prioritizing work. It will be essential for the candidate to work well within a team, have a strong and responsible work ethic, and possess a high-level of professionalism and an aptitude to make independent decisions when appropriate.

Mission Statement
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.

Responsibilities*
Faculty Support:

  • Provide administrative support for the academic responsibilities of Neurology Sleep Faculty.
  • Effectively manage the daily electronic calendar of Neurology Sleep Faculty who need this support; anticipate and resolve conflicts and deadlines.
  • Answer, screen, handle and/or route all program business telephone, fax and email communications. Track messages and assist with responses.
  • Submit, and track, Request for Temporary Faculty Absence form. Grants:
    • Assist with administration and external liaisons for grants.
    • Prepare grant Proposal Approval Forms (PAFs) in coordination with the Research Office and with faculty guidance; track grant due dates and send regular reminders.
    • Regularly update all faculty curriculum vitae, NIH other support documents, and resource pages. Preparation for meetings and lectures:
      • Schedule meetings.
      • Coordinate monthly faculty meetings.
      • Coordination of the Annual Michael S. Aldrich Commemorative Lecture. Document preparation:
        • Format/edit a variety of correspondence and performs document management for manuscripts, abstracts, protocols, grant reviews, minutes, etc.
        • File and maintain faculty documents and records.
        • Develop/draft meeting agendas and associated documents, attend selected meetings, create meeting minutes and distribute materials as necessary Procuring and reconciling:
          • Process reimbursement through CONCUR.
          • P-card management and reconciliation
          • Procurement (purchasing) via Tier I function. Other:
            • Assist with Neurology Sleep website.
            • Provide support for all other academic/research administrative projects.
            • Organize and distribute incoming/outgoing mail. Open/prioritize faculty mail and assist with follow-up.
            • Complete business travel arrangements, including registrations, transportation, lodging, etc., and related external and University forms. Process travel reimbursements.
            • Additional duties and responsibilities as assigned.

              Required Qualifications*
              • High school diploma or equivalent, and 0-1 year of administrative experience is required.
              • Knowledge of Michigan Medicine policies and procedures
              • 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.

                Desired Qualifications*
                • Associate's degree or equivalent experience. 1-2 years of progressively responsible administrative experience desired.
                • Experience with P-Card reconciliation and procurement processes
                • Experience with a broad range of UM applications such as Concur, Marketsite and M-CV
                • Proficiency in MSWord, Outlook, PowerPoint, and Excel

                  Background Screening
                  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.

                  Application Deadline
                  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.

                  U-M EEO/AA Statement
                  The University of Michigan is an equal opportunity/affirmative action employer.

Keywords: Medical School, Ann Arbor , ADMIN ASST (TEMP), Administration, Clerical , Ann Arbor, Michigan

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