A cover letter outlining your qualifications and detailing your interest in this position is required for consideration. Please attach it to your resume when submitting your application.
The University of Michigan Department of Internal Medicine, Division of Rheumatology is seeking a dynamic individual to provide exceptional administrative support. The Administrative Assistant must exercise considerable discretion, independent judgment and possess highly developed organizational and communication skills, along with a commitment to Michigan Medicine core values, including service excellence. Successful candidates will provide a full range of highly responsible administrative support. Where applicable, support includes comprehensive administrative responsibilities associated with their teams.
The Division of Rheumatology is currently seeking a full time Administrative Assistant. This position will provide front line support to Rheumatology faculty and be an integral part of the division support team. The ideal candidate will be self-motivated, highly organized individual with great attention to detail.
Assist faculty with correspondence, calendar management and travel arrangements. Maintain CV, MCV, biosketches and other support.
Coordinate meetings, symposiums and other large events including reserving meeting rooms, arranging catering and AV needs, manage travel arrangements and reimbursements, process honoraria, prepare and distribute agendas and other meeting materials.
Procurement of office, laboratory supplies, equipment and professional society memberships. Establish service contracts, track invoices and payments to vendors. Submit HSIP requests, process reimbursements, reconcile P-Cards including collecting receipts for purchases, travel and hosting. Request payment of honorariums, consultant fees and other payments to individuals.
Assist with HR tasks for students, temporary workers, staff, fellows and faculty such as manage visa applications and renewals; prepare job postings, schedule interviews, on boarding and off-boarding of employees.
Assist with formatting and submission of scientific papers, manuscripts, book chapters, abstract, reviews, grant applications and presentations.
Assist with HHS and other publication policy compliance and requirements.
Create forms, excel spreadsheets, databases and PowerPoint presentations including formatting of tables and graphics.
Work collaboratively with grant administrators to provide administrative support for grant submissions to internal and external sponsors. This may include completion of Proposal Approval Forms (PAFs), Unfunded Agreements (UFAs) sponsor grant forms, progress reports and VA grant applications. Assist with submission of items to NIH eRA commons and other sponsor online systems. Collaborate with other departments and outside institutions on work related to multidisciplinary and multi-investigator projects.
Assist with completing clinic closing process and documentation; assist with completing and submitting faculty absentee forms and travel registration.
Occasional interaction involving matters of a highly confidential or sensitive nature may include contacts with university officials, government officials, administrators, potential and existing donors as well as patients.
Additional duties and projects as assigned.
Demonstrated ability to prioritize and manage multiple tasks with competing deadlines and work effectively with frequent interruptions. Ability to work well both independently and in collaboration with faculty and staff as a team member. Outstanding verbal and written communication skills. Excellent computer skills including Microsoft Word, Excel, PowerPoint, Outlook and reference management software. Using initiative, independent judgment, diplomacy, a service-oriented attitude and follow through in providing administrative support with excellent attention to detail and the ability to prioritize and meet deadlines in a timely fashion. Must utilize discretion and appropriate judgment regarding sensitive and/or confidential matters.
Senior: At least four years of administrative support experience. Intermediate: At least two to four years of administrative support experience.
An Associates Degree or equivalent combination of education and experience; ability to relate to varied audiences; have a reasonable understanding of University policies and procedures; knowledge and experience of University grant applications, along with working knowledge of EndNote reference database software. Knowledge of University policies and procedures as well as university systems including eResearch, Mpathways, Concur and the M-CV database helpful. Experience with grant submissions.
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.
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. This job 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: 166515
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.