Administrative Specialist Associate Health

Michigan, United States
08 Nov 2018
End of advertisement period
14 Nov 2018
Contract Type

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 Division of Hematology/Oncology, Internal Medicine Department of the Medical School is seeking a full-time Administrative Specialist Associate to support the Division Chief as well as the Division Administrative Director.


  • Divisional and Division Chief support: Manage complex CVs, biosketches, budgets, and progress reports for Division Chief.
  • Assist in grant submissions, coordinate with pre-award office.
  • Submit manuscripts and journals, assist with reviewing letters. Independently manages complex projects for the Division of Hematology/Oncology, exercising discretion and judgment to analyze and appropriately prioritize complicated and challenging calendars and projects.
  • Coordinates tasks and manages deadlines to ensure accuracy and timeliness for the Division chief and Division Administrative Director.
  • Projects include coordination and tracking of annual faculty evaluations for 90 faculty (scheduling individual meetings, printing performance documents for each meeting for Division chief to review, preparing folders for each faculty meeting, sending evaluation letters to each faculty, putting together the merit tracking sheet and sending out the merit letters), maintain database and tracking of external letters of recommendation.
  • Manage correspondence and communication (verbal, written, and e-mail) using independent judgment, and requiring a high degree of confidentiality, discretion, and professionalism, Independently draft agendas.
  • Identify and prepare suitable meeting rooms for diverse collection of meetings.
  • Generate presentation materials.
  • Coordinate high volume of complex travel, domestic and international, to research conferences, NIH study sections, international symposium - manage faculty recruitment for the division, this is a large division, on average we have 2-4 visits per month, compiling the meeting itineraries (usually 2 days each), booking flights, and being the division representative on behalf of the division with the recruits.
  • Event planning for faculty and staff events, dinners, receptions, recognition events and symposiums. Manage budgets for events.
  • Manage calendar for Administrative Director, when scheduling meetings with Division Chief and Clinical service Chief.
  • Assist with special division projects as needed.

Required Qualifications*

  • Bachelor's Degree and 5 years of administrative experience.
  • Successful candidates will have the experience using typical business software such as Outlook, Excel, Word, and PowerPoint.
  • Successful candidates will also have the following character traits: have strong integrity, be highly proactive, have a high degree of problem solving skills, retain a high sense of ownership and accountability for workload, be flexible and resilient in the face of change, provide excellent customer service, exercise excellent independent judgement, appropriately discern when to ask questions or ask for help, and manage competing priorities and deadlines.

Successful candidates will also possess excellent communication skills, be a team player, able to resolve conflict with a positive and win-win approach, possess expert follow-up skills, have high attention to detail, and be able to appropriately handle confidential and sensitive information

Desired Qualifications*

  • Experience with Concur
  • Knowledge of Blue Jeans
  • NIH Biosketches
  • Working knowledge of M-CV

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.

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