What are the responsibilities and job description for the Admin Specialist Assoc Health position at University of Michigan?
Job Summary
The Section of General Surgery is seeking a full-time Administrative Specialist Associate to provide highly responsible and skilled administrative support to the General Surgery Section Chief and Minimally Invasive Surgery Fellow/Fellowship. This position will coordinate physician recruiting, including planning and executing virtual and onsite interviews.
Responsibilities*
The General Surgery office operates in a hybrid work environment consisting of both in-person and remote work. This Monday-Friday position will be working 3 days per week onsite in the A. Alfred Taubman Health Care Center within Michigan Medicines Ann Arbor Medical Campus.
Modes 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.
The Section of General Surgery is seeking a full-time Administrative Specialist Associate to provide highly responsible and skilled administrative support to the General Surgery Section Chief and Minimally Invasive Surgery Fellow/Fellowship. This position will coordinate physician recruiting, including planning and executing virtual and onsite interviews.
Responsibilities*
- Exercise initiative, independent judgment, diplomacy, a service-oriented attitude, and follow-through in providing general administrative support; including excellent attention to detail, the ability to prioritize and meet deadlines in a timely fashion.
- Screen, prioritize, and route all written, electronic correspondence, telephone calls, and verbal requests responding and/or acting on behalf of faculty as appropriate.
- Maintain faculty calendars, interviews, and other appointments/engagements as directed.
- With direction from the Section Chief and Section Administrator, coordinate physician recruitment efforts, including CV intake, supporting recruitment committee review, building itineraries, facilitation of recruiting visits, and collection of candidate feedback.
- Facilitate the Minimally Invasive Surgery Fellowship and Fellowship Interview process.
- Maintain content on the Minimally Invasive Fellowship page of the General Surgery website and other content development projects as designated.
- Responsible for creating and/or coordinating teaching round schedules, resident interviews, and Journal Club.
- Support and prepare faculty affairs documentation (re-credentialing, promotion packets, references, renew licensures, certifications, memberships, subscriptions, etc.).
- Execute complex travel arrangements for faculty.
- Procure goods/services using UM Purchasing Card; reconcile P-Card statements using M-Pathways.
- Track monthly expenditures including faculty spending on research accounts.
- Reconcile Statement of Activity for CME and other project/grants and accounts as assigned.
- Utilize discretion and appropriate judgment regarding sensitive and/or confidential matters.
- Cross cover breaks and vacations with team of Administrative Assistants across the Section of General Surgery.
- Perform various personnel record transactions in the HRMS.
- Provide support in phases of the employment cycle (posting, recruitment, hire, onboarding, promotion, exit routing).
- Responsible for ordering and maintaining office supplies.
- Perform other duties as assigned.
- Bachelors Degree and 2-4 years of relevant experience OR high school/GED and 6 - 8 years of professional administrative level work experience.
- Must have exceptional written and verbal interpersonal communication skills.
- Demonstrated experience delivering excellent customer service.
- Strong organizational skills and the ability to successfully complete multiple tasks within established and changing deadlines is required.
- Must be able to work independently with minimal supervision and as part of a dedicated team.
- Ideal candidate will have experience working in a team-oriented atmosphere and can manage a fast-paced work environment with the ability to promote professional relationships within a team environment.
- Attention to detail is essential.
- Must be proficient in use of PC and software including Microsoft Word, Excel, PowerPoint, Acrobat and Acrobat Reader.
- Experience with MiChart, Emburse Expense Reporting, and Human Resource Management System.
The General Surgery office operates in a hybrid work environment consisting of both in-person and remote work. This Monday-Friday position will be working 3 days per week onsite in the A. Alfred Taubman Health Care Center within Michigan Medicines Ann Arbor Medical Campus.
Modes 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.