Working Title: Executive Assistant to UMHS President / Executive Vice Dean for Clinical Affairs
The Michigan Medicine UMHS Office of the President is seeking an experienced executive assistant to provide advanced, diversified, and confidential secretarial and administrative support to the UMHS President/Executive Vice Dean for Clinical Affairs. Candidates for this position are expected to exhibit strong administrative skills and demonstrated ability to collaborate effectively within a complex organization.
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.
Basic Function and Responsibilities
Schedules and maintains a detailed calendar of daily meetings for the President. This includes using sound judgment about the priority of meetings, obtaining needed information/agenda/background for each meeting and ensuring the smooth flow of time in the President’s daily schedule.
Greets visitors, leaders, external dignitaries who visit the UMHS Office of the President.
Answers the President’s telephone and triage calls appropriately; resolve routine issues and delegate to others on behalf of the President.
Communication liaison for patient care issues including clinic appointments and prescription refills.
Respond tactfully and compassionately to patient complaints and triage to appropriate individuals for response and follow-up.
Uses discretion and organizational knowledge to interpret requests to the President and delegate to appropriate individuals as needed.
Drafts and/or prepares correspondence for the President’s signature. Obtains the necessary information to complete drafts.
Drafts and finalizes PowerPoint presentations for both internal and external audiences. Ensures accuracy of information to be presented; carefully edits for grammar, spelling and style.
Prepares complex travel itineraries and schedules flights, hotels, etc. for the President and external visitors.
Maintains strict confidentiality about the activities and schedule of the President when it involves strategic initiatives and partnerships with other organizations.
Reviews and triages the President’s email to appropriate subordinates. Uses judgment in flagging important messages for the President’s review.
Serves as the timekeeper for the executive leadership team for the UMHS President.
Approves requisitions for supplies, educational materials, etc. for the President’s Office.
Audits the travel and hosting reports for the executive leadership team of the President’s Office prior to review by the Chief of Staff.
Reconciles the travel and hosting expenses for the President.
Works with the Development Office and the Dean’s Office to plan and coordinate special activities and functions for the President.
Partner with project managers, communications manager and public relations in the preparation of meetings, announcements and contact with outside reporting agencies.
Reports administratively to the chief of staff and functionally to the president.
Serves as a member of the executive assistant team for Michigan Medicine Administration.
Works closely with the executive leadership of the UMHS Office of the President and each of their assistants to ensure effective communications and workflow.
Work as part of a team and provide back-up coverage, as needed.
Works collaboratively in a team environment, continually addressing ongoing and new issues and effectively prioritizing the President’s time.
Partner in the supervision of student workers and other administrative assistants in the office.
Provides mentorship and leadership to other administrative assistants.
Proven ability to pay meticulous attention to detail and consistently produce accurate work.
High degree of professionalism and use of sound judgment, discretion and diplomacy at all times.
Strong interpersonal skills with ability to communicate effectively (both orally and in writing) with a diverse set of individuals at all levels, both internal and external to the Health System.
Strong computer skills, including Outlook calendar and email, Concur, Microsoft Office, Visio, Qualtrics, M-Box. Ability to quickly learn new software.
Ability to work independently, exercise initiative and function in a fast-paced team environment.
High level of organizational skills with excellent tracking and follow-up skills and the ability to meet deadlines while working on competing priorities.
Excellent attendance record, punctuality and work ethic.
Bachelor’s degree or equivalent combination of education and experience with a minimum of 5-7 years of progressively responsible administrative experience.
Experience working successfully as a member of a support team for executives.
Knowledge of University and Health System policies and procedures.
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. 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.
The University of Michigan is an equal opportunity/affirmative action employer.
Internal Number: 177792
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.