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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.

Summary

The Department of Learning Health Sciences (DLHS) at the University of Michigan Medical School is seeking candidates for the position of Executive Assistant. The person in this position will provide administrative support to the department chair and coordinate department meetings and events. The department is focused on the concept of learning, interpreted broadly to encompass learning by individuals, teams, organizations, and ultra-large scale national and global systems. The department is highly diverse and collaborative in undertaking multiple projects of research, education, and service. DLHS works in a hybrid format. This position requires at least three on-campus days per week.

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*

Under general supervision, the Executive Assistant Associate is responsible for advanced, diversified and confidential administrative and financial support.  Role requires broad and comprehensive experience, skill and knowledge of organization policies and practices.

• Maintain the demanding calendar of the department chair, which requires arrangement of synchronous in-person and virtual events for persons on campus, across the country and in multiple nations - being particularly sensitive to situations requiring priority decisions.
• Coordinate travel arrangements for the chair, ensuring all required materials are assembled, itineraries are organized and expense reports are submitted in a timely manner.
• Maintain the currency, in proper format, of the chair's CV, Biosketch and other documents.
• Plan and coordinate meetings (faculty meetings, leadership team meetings, executive advisory committee meetings) and events (retreats, luncheons, holiday events) using project management skills including reserving equipment and rooms, issuing calendar invitations, and placing catering orders.
• Plan and coordinate faculty and techncial staff candidate visits.
• Assist in the coordination of faculty performance reviews by organizing year-end meetings and tracking documents for faculty personnel files.
• Maintain email groups, conference room and internal events calendars.
• Maintain inventory of office supplies and place orders as necessary.
• Sort and deliver mail.
• Other duties as assigned.

Required Qualifications*

• High school education or equivalent and more than five years of experience in a similar function.
• Exceptional interpersonal skills and the ability to work independently with minimal supervision.
• Exceptional organizational, written, and verbal communication skills.
• Ability to work and build professional relationships with faculty and staff at all levels.
• Attention to manage complex and sometimes conflicting demands.
• Ability to work on campus at least three days per week.

Desired Qualifications*

• Associate’s degree or an equivalent combination of education and work experience.
• Some experience with university systems.
• Knowledge of UMMS and U-M policies and procedures.

Additional Information

The statements included in this description are intended to reflect the general nature and level of work for this role and should not be interpreted as all-inclusive.

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.

Vaccine Requirements

COVID-19 vaccinations are required for all students, faculty and staff working in the following areas: Michigan Medicine including the Medical School, Dental School, University Health Service or the Mary A. Rackham Institute.  This includes those working remotely and temporary workers.   More information on this new policy is available on the U-M Health Response.

U-M EEO/AA Statement

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