Administrative Specialist Associate Health

Michigan, United States
04 Dec 2018
End of advertisement period
08 Dec 2018
Contract Type
Full Time

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 Hospital Medicine is seeking a qualified candidate to provide coordination for a full range of administrative responsibilities specific to the Division’s clinical priorities and assist faculty with pre-award administrative support required to obtain research funding from internal and external sponsors (federal, foundation, industry).

No background in Research Administration is required.  We are open to individuals who already have the skill set to provide strong administrative coordination and support, but who may not yet have any research administration experience. 

The Division of Hospital Medicine is one of thirteen divisions within the Department of Internal Medicine at the University of Michigan Medical School with 100+ instructional, clinical and research track faculty, clinical management of over 50% of the Department’s inpatient activity along with 40-bed Medical Short Stay Units, and robust sponsored research funding.  Our research in the area of health services continues to grow with faculty who have focused their efforts in areas such as hand hygiene, antimicrobial stewardship, medical decision making, patient safety and medical student teaching.  In support of our clinical mission, our faculty manage a combined total of 13,000 inpatient and observation patients annually.  Additionally, many of our faculty hold administrative positions throughout the Medical School and the VA.

Division of Hospital Medicine:


The qualified candidate will provide comprehensive support and coordination for the Division’s various Clinical priorities which include, but are not limited to, the following:

  • Assist the Division’s Business Manager in the coordination, planning, design and implementation of clinical faculty recruitment activities and processes, which includes triaging of application materials, interviews, recruitment events, etc.   
  • Complete travel arrangements and expense reports associated with clinical faculty recruitment activities
  • Maintain confidential documents; file, copy, scan, and mail documents and materials as needed.
  • Secure room reservations and catering for applicable events/meetings
  • Engage in data tracking, report generation and analysis of clinical service activities
  • Serve as the administrative lead for the Division’s Clinical Schedule, which includes administrative coordination of the schedule build process & daily maintenance
  • Initiate and maintain information for paging services and faculty absence data
  • Prepare agendas, take detailed meeting minutes and distribute materials for meetings specific to clinical priorities
  • Assist divisional faculty and staff as needed
  • Work with division, department and Medical School to ensure departmental and school deadlines are met
  • Pre-Award & Grant Administration Support
  • Assist faculty in Hospital Medicine with administrative support required to obtain research funding from internal and external sponsors (federal, foundation, industry).
  • Responsibilities include preparing proposal budgets, coordinating and compiling proposal documents, assuring compliance to solicitation and project proposal announcement requirements, coordinating proposal requirements with other departments/schools and colleges as well as external participants, interaction and coordination with appropriate research office staff, and submission through the University's proposal management system. 
  • Proposals range from small proposals for individual faculty, to large complex proposals requiring several budget types and preparation of information from multiple stakeholders and participants both within and beyond the university. 

Required Qualifications*

  • Bachelor's degree preferred or an equivalent combination of education and experience.
  • Adhere to high standards of teamwork.
  • Excellent verbal and written communication, prioritization, and organizational skills.
  • Ability to organize and coordinate a diverse workload with attention to detail while meeting deadlines in a timely manner.
  • Ability to demonstrate flexibility and adaptability when priorities and deadlines change.
  • Excellent attention to detail required and ability to understand and apply data analysis.
  • Capacity to exercise initiative, independent judgment, diplomacy, discretion and confidentiality with a positive, service-oriented attitude.
  • Excellent organizational and interpersonal skills including the ability to work cooperatively and collaboratively with staff and faculty from various disciplines and backgrounds.
  • Excellent computer skills with proficiency using Microsoft Office, including the ability to create and modify reports, documents, presentations and spreadsheets.

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.