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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 Department of Neurology is seeking an administrative assistant to provide a full range of highly responsible administrative activities to multiple clinical and research-oriented faculty members. The successful candidate will have a strong customer service focus and will represent the department in a highly professional manner. The individual will need to act with confidence, competence, and discretion on a daily basis while interacting with Michigan Medicine leadership, departmental faculty, staff, and administrative professional peers. The ideal candidate will have outstanding attention to detail, a high degree of organization, excellent written communication, interpersonal skills, judgment, and discretion and solid experience in making independent decisions regarding planning, organizing, and prioritizing work. It will be essential for the candidate to work well within a team, have a strong and responsible work ethic, strive for short turn-around times, and possess a high-level of professionalism. Experience with NIH and other sponsor grant applications, biographical sketches, NIH other support documents, resource pages is preferred. This position is located in the Frankel Cardiovascular Center (CVC), requiring to be onsite 3 days a week with the potential to work remotely several days per week.

Responsibilities*

Faculty Support:

Provide administrative support for the academic responsibilities of Neurology facultyEffectively manage the daily electronic calendar of faculty who need this support; anticipate and resolve conflicts and deadlinesAnswer, screen, handle, and/or route all program business telephone, fax, and email communications. Track messages and assist with responses.Regularly update faculty curriculum vitae in ElementsUpdate paging scheduleOrder and distribute faculty business cards, lab coats, faculty supplies, office supplies, kitchenette supplies, etc.Assist with Student Administration via Wolverine Access: course maintenance, records and enrollment/term processing/class permissions and course evaluations.Timely submit and track faculty absences via Qgenda working with clinical managers and clinical coordinators

Grants:

Assist with administration and external liaisons for grants and progress reportsPrepare grant Proposal Approval Forms (PAFs) in coordination with the Research Office and with faculty guidance; track grant due dates and send regular remindersAssist with preparation and submission of NIH and other sponsor grant applications, progress reports, biographical sketches, grant other support documents, and resource pages 

Preparation for meetings and lectures:

Timely schedule meetings involving intra and extradepartmental faculty and staff (including creating schedule availability polls (e.g., doodle))Reserve, set-up, and clean up conference rooms; manage catering orders as neededCoordinate regularly scheduled and ad hoc faculty and divisional meetingsCoordinate educational lectures and help prepare CME paperworkSet up and attend weekly division business meeting 

Document preparation and management:

Format/edit a variety of correspondence and perform document management for manuscripts, abstracts, protocols, grant reviews, minutes, etcFile and maintain faculty documents and recordsDevelop/draft meeting agendas and associated documents, attend selected meetings, create meeting minutes and distribute materials as necessary

 

Procuring and reconciling:

Process reimbursement through EmburseP-card management and SOA reconciliationProcurement (purchasing) via Tier I functionProcess invoices for payment

 

Other:

Assist with website updates as neededProvide support for all other academic/research administrative projectsProvide cross coverage for administrative assistants within the department as neededOrganize and distribute incoming/outgoing mail and packages. Open/prioritize faculty mail and assist with follow-upComplete business travel arrangements, including registrations, transportation, lodging, etc., and related external and University forms. Process travel reimbursements.Additional duties and responsibilities as assigned Provide guidance to members of faculty labs on procurement and reimbursementOrganize faculty and visitor travel, as well as meeting and conference hostingComplete and process license renewals, membership dues and subscription renewalsManage and track equipment using Neurology tech tools form/Excel spreadsheetRequired Qualifications*4+ years of experience.Maintain strict confidentiality on matters of a sensitive natureExcellent organizational skills with the ability to organize and coordinate a diverse workload and complete multiple tasks within established and changing deadlines is requiredMust be able to successfully analyze, manage, and appropriately prioritize scheduling for extremely busy high-level executive leadership calendarsDemonstrated ability to work independently, showing sound judgment based upon experience, as well as the capability to work as part of a diverse team in a professional and collaborative mannerExcellent written and verbal communication skills with a high degree of interpersonal skills, including the ability to accurately transcribe minutes, recommendation letters, dictations, etc. including the aptitude to initiate and/or draft correspondence, NIH biosketches, and update and format curriculum vitae Strong ability to analyze, compare, and evaluate various courses of action, and make independent decisions on matters of significance free from immediate directionMust be able to exercise initiative, diplomacy, discretion, a strong work ethic, and confidentiality with a positive, service-oriented attitudeAttention to detail and follow-through and meeting deadlines with time management and multitasking skills in requiredDemonstrated experience with leading a project or seeing a project through completion is preferredDesired Qualifications*Associate's degree or equivalent experienceAt least 5 years of progressively responsible administrative experience desiredKnowledge of Michigan Medicine policies and proceduresExperience with P-Card reconciliation and procurement processesExperience with a broad range of UM applications such as Emburse, Marketsite,  Elements and QgendaProficiency in MS Word, Outlook, PowerPoint, and ExcelModes of Work

Positions that are eligible for hybrid or mobile/remote work mode are at the discretion of the hiring department. Work agreements are reviewed annually at a minimum and are subject to change at any time, and for any reason, throughout the course of employment. Learn more about the work modes.

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. 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.

Application Deadline

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.

U-M EEO Statement

The University of Michigan is an equal employment opportunity employer.