Administrative Assistant Intermediate

Texas, United States
07 Nov 2018
End of advertisement period
13 Nov 2018
Contract Type
Full Time

How to Apply

Interested candidates should email their resumes to

Job Summary

Michigan Medicine has a challenging and rewarding opportunity available for a responsible, organized and motivated individual in Corpus Christi, TX. We are searching for an experienced Administrative Assistant to support the field offices of two major federally funded research projects in Nueces County, TX.

The successful candidate will provide 20 hours of administrative support to project manager, field office director, data analyst, and field interviewers for research projects studying Alzheimer’s and other dementias. The candidate will provide an additional 20 hours of administrative support to project manager, field office director, and abstractors for a stroke research project. This position will provide support that reflects substantial variety and complexity. This is a full-time position (40 hrs/week) that may occasionally require a flexible schedule to accommodate staff who work evenings/weekends. This position may require minimum travel within Nueces County. This is a temporary position lasting one year but may be extended.

Interested candidates should email their resumes to


  • Duties for both field offices may include but are not limited to:
  • Manage recruitment and follow-up mailouts: utilize mail merge, prepare mail for distribution, and keep necessary records and logs.
  • Answer and direct phone calls maintaining good telephone etiquette. Communicate with potential study participants to address any concerns or questions.
  • Manage/make reminder phone calls and schedule follow-up interviews with study subjects using database and calendar.
  • Assist with hiring and on-boarding of new employees.
  • Copy and maintain all master documents.
  • Monitor, stock, and assist with ordering equipment and supplies for the field office. Provide office machine maintenance and serve as point of contact for service.
  • Assist with financials such as reconciling of incentive distribution.
  • Assist with data entry into various databases
  • Assist with chart abstraction (perform searches of medical databases and then abstract data from the medical records at Corpus Christi area hospitals).
  • Take meeting and training minutes and take follow-up action as requested/required. Videotape staff trainings for future viewing.
  • Monitor required learning activities and certification requirements for staff.
  • Assist with special projects and other administrative duties as needed.

Required Qualifications*

  • HS diploma or equivalent and 2 to 4 years of relevant experience.
  • Medical chart experience and medical terminology are preferred.
  • Demonstrated ability to exercise good judgment and work successfully within a team and independently.
  • Excellent computer/technical skills with proficiency in Microsoft Office Suite (especially Microsoft Word and Excel).
  • Experience with administrative tasks such as ordering office supplies, mail merge, and data entry.
  • Must be extremely organized, accurate, and detailed oriented, along with the proven ability to handle multiple tasks and priorities simultaneously with numerous interruptions.
  • Reliable transportation and willing to travel between two offices
  • Positive attitude, good attendance, and exemplary work ethic are essential.

Desired Qualifications*

  • Associate or Bachelor’s degree, LVN or other medical degree, or equivalent combination of education and experience
  • 3 - 5 years of administrative support experience is desired
  • Research experience
  • Bilingual (Spanish/English)

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.

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.

Application Deadline

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.

U-M EEO/AA Statement

The University of Michigan is an equal opportunity/affirmative action employer.