How to Apply

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 Obstetrics and Gynecology is seeking an Administrative Specialist with advanced administrative skills to provide support to a physician leader with two distinct leadership roles: Division Chief for Reproductive Endocrinology and Infertility and Vice Chair of the Department.

The ideal candidate must exercise initiative, discretion, independent decision making, and sound judgment. A successful candidate will know how to manage a busy workload and prioritize tasks. This position requires a high degree of flexibility, professionalism, and the ability to work independently and collaboratively. This role handles confidential information and is expected to maintain confidentiality. This position will have a matrixed reporting relationship to the physician leader and a staff manager.

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.

Why Join Michigan Medicine?

Michigan Medicine is one of the largest health care complexes in the world and has been the site of many groundbreaking medical and technological advancements since the opening of the U-M Medical School in 1850. Michigan Medicine is comprised of over 30,000 employees and our vision is to attract, inspire, and develop outstanding people in medicine, sciences, and healthcare to become one of the world?s most distinguished academic health systems. In some way, great or small, every person here helps to advance this world-class institution. Work at Michigan Medicine and become a victor for the greater good.

What Benefits can you Look Forward to?

Excellent medical, dental and vision coverage effective on your very first day
2:1 Match on retirement savings

Responsibilities*

Administrative Support

Provide highly responsible calendar management for the Division Chief/Vice Chair including organizing and reconciling complicated and challenging schedules, setting priorities when there is a conflict, and obtaining meeting information when required.
Provide comprehensive travel support, which includes domestic and international travel arrangements and itineraries for Chief, visiting speakers and faculty recruits.
Ensure documentation is maintained for international travel i.e., visas, letters of invitation, etc.
Work collaboratively with REI division administrative assistant to coordinate faculty evaluations and support other division activities including quarterly retreats and monthly Clinician/Faculty Meeting agendas and minutes.
Initiate and maintain paging services and maintain faculty absence data through QGenda, Outlook, or other programs.
Maintain high resolution photographs, curriculum vitae, and long and short biosketches for Division Chief/Vice Chair.
Work with division, department, and Medical School to ensure departmental and school deadlines are met.
Help create and maintain REI's orientation materials for new faculty.

Event Support

Create and disseminate agendas for weekly division or department meetings.
Plan division specific and department sponsored special events, which include community gatherings, wellness activities, and mission focused events.
Coordinate for on-site, off-site, and virtual events, including reserving conference rooms, arranging Zoom meetings, managing AV, assisting with conference materials, and attending meetings as needed to provide support and/or take minutes.
Provide administrative support for professional development/leadership activities for the Vice Chair.

Project Support

Provide support for the Division Chief's research responsibilities, including the weekly onWHARD ream meetings, basic science meetings, BFAMM, and related activities
Provide support for the Chief's community outreach responsibilities including maintaining a database of community contacts, helping schedule community events, etc.

Communication

Support department wide communications focused on leadership development, wellness, and community engagement.
Limited design work to support communications efforts.
Write memos and letters on behalf of the Division Chief/Vice Chair.
Transcribe dictated letters, manuscripts, grants, and other deliverables.

Required Qualifications*

Bachelor's Degree and reasonable professional experience is normally required.
At least two years of progressively responsible professional experience.
Previous experience providing direct faculty support
Outstanding organizational skills and attention to detail.
Proven ability to prioritize and manage multiple tasks with competing deadlines and work effectively with frequent interruptions.
Works well both independently and in collaboration with faculty and staff as a team member.
Ability to adapt to different working styles and personalities.
Outstanding verbal and written communication skills.
Excellent computer skills including Microsoft Word, Excel, PowerPoint, Outlook and reference management software.
Demonstrated ability to treat confidential and sensitive information in a discreet fashion.
Ability to relate to varied audiences.
Positive attitude and customer service oriented.

Desired Qualifications*

Five or more years of executive-level clerical or administrative experience.
Knowledge of university policies and procedures as well as university systems including Mpathways, Concur, MiChart, and Elements.
Knowledge of/experience with QGenda

Work Schedule

This position is generally Monday -Friday 8:00am-5:00pm with a potential for a hybrid work schedule. There will be a need for some flexibility in scheduling to facilitate and support events and activities that may start at 7am or that may extend beyond the standard work day or that (rarely) may take place on a weekend day.

Modes of Work

Positions that are eligible for hybrid or mobile/remote work mode are at the discretion of the hiring department. Work agreements are reviewed annually at a minimum and are subject to change at any time, and for any reason, throughout the course of employment. Learn more about the work modes.

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.