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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.

Summary

The Office of Medical Student Education seeks a strong administrator to serve as the Executive Assistant to the Associate Dean and Sr. Director for Medical Student Education.In this role, the selected individual will perform complex, high-level administrative duties requiring the ability to learn quickly, analyze and advise on various courses of action, operate with discretion and autonomy, and apply a keen attention to detail to work products.

The Executive Assistant will be a key partner to the Associate Dean and Sr. Director in their roles overseeing all elements of the MD program and associated business operations. In addition, the Executive Assistant will play a central role in working with the Office of Medical Student Education leadership team, and have direct, daily interactions with medical students and the core faculty and staff delivering the MD program.

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.

Responsibilities*

Provide complex administrative partnership to the Associate Dean and the Senior Director for Medical Student Education through:

• Manage and maintain daily calendars, schedule meetings
• Provide administrative support to committees/project groups for which the Associate Dean/Sr. Director have direct oversight; arrange business hosting as appropriate
• Partner with Associate Dean/Sr. Director to plan unit level retreats and events
• Preparing manuscripts for journal submissions
• Assist in preparation of committee and special project reports; draft correspondence, prepare confidential materials and finalize action items/follow-up planning  
• Interface with senior administrators at the Medical School and U-M; interact daily with medical school faculty, students, staff, and alumni.
• Plan and organize travel; process reimbursement requests
• Maintain hardcopy and electronic file systems
• Update and maintain Associate Dean’s CV, M-CV, and teaching portfolio
• interacting with faculty, students, and staff, and answering phones.
• Track CME credits

Perform high-level administrative duties in support of Office of Medical Student Education programs specifically related to business operations, including, but not limited to:

• Faculty appointment tracking and correspondence
• Human resource administrative actions (process unit PARs, create job postings, serve as unit time-keeper)
• Update and advise Sr. Director on Office of Medical Student Education operational policies and procedures
• Partner and support annual Office of Medical Student Education budget preparation and monthly reconciliation processes
• Request bids, process contracts with U-M procurement, and generate purchase orders for invoice payments
• Liaise with the Shared Services Center for payments, journal entries, and other centralized business processes
• Maintain and reconcile unit pcard
• Provide support to check/cash handling unit processes
• Monitor compliance with required staff mandatories and elevate issues as appropriate

Required Qualifications*

1. Bachelor's degree or an equivalent combination of education and experience.
2. Five years of higher-level secretarial experience in an academic office setting.
3. Established ability to work independently, problem-solve, learn new and existing systems quickly, and maintain confidentiality.
4. Outstanding analytical, comparative, and evaluative skills in order to propose various courses of action with respect to day-to-day programmatic and business operations.
5. Excellent verbal, written, interpersonal, and organizational skills
6. Service oriented with proven ability to communicate and work well with faculty, staff, and students.
7. Ability to prioritize and coordinate multiple projects simultaneously, with proven track record of working in  deadline driven environment.
8. Superb attention to detail and project deadlines.
9. General understanding of academic terms and University policies and procedures.

Work Locations

The Office of Medical Student Education operates in a hybrid work environment consisting of both in-person and remote work. This position will be classified as a flex position which means working on campus 2-3 days per week and working remotely the rest of the week.

Additional Information

Using proper safety techniques, this position will occasionally be asked to move office supplies and hosting materials weighing up to 20 lbs.

Background Screening

University of Michigan Health System 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.

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/AA Statement

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

U-M COVID-19 Vaccination Policy

COVID-19 vaccinations, including one booster when eligible, are required for all University of Michigan students, faculty and staff across all campuses, including Michigan Medicine.  This includes those working remotely and temporary workers.   More information on this new policy is available on the U-M Health Response website or the UM-Dearborn and UM-Flint websites.