Administrative Assistant

Job Description

Administrative Assistant | Michigan Medicine

The Tone:
This is a full-time, hybrid role at Michigan Medicine, located in Ann Arbor, MI. Michigan Medicine is a world-renowned academic health system, actively improving health through excellence in education, patient care, research, and technology development. This Administrative Assistant role is vital for providing comprehensive administrative support to select Gastroenterology & Hepatology faculty and coordinating divisional events, directly contributing to the smooth operation of administrative functions and the successful execution of critical divisional activities.

The TL;DR
• Role: Full Time
• Type: Hybrid (Onsite 3-6 times per month)
• Location: Ann Arbor, MI (Hybrid)

• Team: Collaborates with other GI & Hepatology administrative assistants within the Gastroenterology & Hepatology division.
• Mission: To provide high-quality administrative and event coordination support to faculty, ensuring efficient operations and successful divisional activities.
• Tech Stack: MiChart, Outlook, Microsoft Word, Excel, PowerPoint, Google sheets/docs, Concur, Zoom, M-Marketsite, DropBox, Qgenda, M-Pathways Financials.

What You’ll Actually Do
• Faculty Support: Provide comprehensive administrative support to multiple senior- and junior-level Gastroenterology & Hepatology faculty, which includes preparing and updating CVs, drafting letters and recommendations, creating complex charts and PowerPoint slides, uploading manuscripts to journals, and managing complex calendars and travel arrangements (including international itineraries).
• Financial Management: Execute financial administrative tasks by reconciling P-Card transactions, creating detailed expense reports through the UM system, and processing non-PO vouchers and office orders via M-Pathways Financials and M-Marketsite.
• Clinic Operations Coordination: Ensure efficient clinic and endoscopy operations by expediting and monitoring resource closings and openings utilizing Qgenda and MiChart, and conducting thorough monthly schedule audits.
• Event Management: Lead the end-to-end planning and execution of divisional events, encompassing concept development, budgeting, vendor coordination, logistics management, and post-event evaluation, while also specifically supporting the annual GI Dietitians Conference with sponsor communications, speaker travel, and venue logistics.
• Administrative Team Collaboration: Collaborate actively within the administrative team by rotating weekly responsibilities such as mail distribution and phone coverage, participating in team meetings and special projects, providing excellent customer service, and continuously improving administrative protocols while maintaining confidentiality and strict adherence to policies.

The Must-Haves
• Background: High school diploma or equivalent.
• Experience: 2-4 years of experience in an administrative support capacity, including experience with off-site meeting coordination.
• Skills: Exceptional interpersonal skills, a team player attitude, exceptional attention to detail, excellent organizational and multi-tasking abilities, strong capability to work independently with moderate supervision, and proficiency in MiChart, Outlook, Microsoft Word, Excel, PowerPoint, Google sheets/docs, Concur, Zoom, M-Marketsite, and DropBox.
• Bonus: Bachelor’s degree, reasonable knowledge of University policies and procedures.