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.

The Department of Family Medicine is seeking an administrative specialist to support the newly established Office of Faculty Affairs (OFA) within the Department. The administrative specialist will work under the direct supervision of the Associate Chair for Faculty Affairs and in partnership with the Finance Manager, Human Resource Manager and Research Administration Senior Manager.  This role also will provide support to the departmental Office of Faculty Affairs including supervision of the credentialing specialist, comprising approximately 25% of the overall responsibilities.  This individual will participate as a key member of the staff leadership team, contributing to departmental strategic planning, core initiatives, and ad hoc projects. They will collaborate with faculty and administrative leaders on initiatives that support faculty success and departmental goals. This individual will be responsible for overseeing all faculty processes involving new appointments, promotions, and annual evaluation/review and will serve as the departmental point of contact for the medical school for faculty affairs, and a direct resource for the Associate Chair for Faculty Affairs.

The administrative specialist will serve as the first point of contact for all OFA related matters within family medicine, providing (and receiving) cross coverage and backup support for other team members as needed. This individual will partner daily with faculty and staff managers as a core job responsibility. The administrative specialist will utilize excellent judgment, diplomacy and problem-solving skills to contribute to OFA decision making and corresponding processing of work including but not limited to:

• Primary responsibility for all faculty appointments and promotions at all ranks and on all tracks including final preparation of all required documents as well as initial drafting of promotion recommendations and transmittal letters.
• Provide guidance and resource connections to faculty exploring promotion pathways including holding open ?office hours? meetings and initial review of CVs and required documents. 
• Primary responsibility for all adjunct and emeritus appointments including all required documents and annual renewal documents.
• Oversee and direct the work of staff supporting credentialing, recredentialing, licensure renewals, and provider enrollment processes.
• Act as the primary owner of all Meridian workforce planning responsibilities; train and support others as back-up.
• Provide high-level administrative support to faculty-related department committees (e.g., Advisory Committee on Promotions and Tenure, Faculty Recruitment Committee).
• Coordinate meetings, develop agendas, manage confidential materials, and record meeting notes and decisions.
• Provide guidance and manage requests for faculty sabbaticals and tenure clock extension requests.
• Managing international hiring/visitor processes, working directly with foreign nationals to obtain necessary information.  Communicate with unit staff, the Medical School Immigration Support and Compliance (MSISC) team, International Center staff, and others as needed to ensure paperwork is completed accurately, within established timelines, and in compliance with College, UM, and federal guidelines.
• Develop and manage faculty orientation process.
• Participating in continuous improvement efforts including utilizing new technology, recommending improvements when necessary, and documenting best practices.
• Provide support for the annual faculty career review/development process and coordinate scheduling of meetings and completion of reviews. 
• Provide high-level administrative support to the Associate Chair for Faculty Affairs and the Director of Faculty Development, including scheduling and coordinating meetings.
• Provide support for other projects, duties, and opportunities as requested.

• Bachelors degree or equivalent combination of education and 3-5 years of progressively responsible operational leadership experience in a healthcare setting.

• Requires an understanding of the underlying principles of a theoretical or scientific discipline and the ability to apply those principles in carrying out projects and completing work.

• Track record in accurately completing confidential and time sensitive paperwork, meeting deadlines and ensuring compliance with established guidelines. Broad understanding of faculty appointment, promotion, credentialing and provider enrollment processes.

• Attention to detail is essential as well as sound judgment and the ability to independently solve problems within appropriate guidelines and parameters.

• Personable demeanor, with exceptional verbal and written communication skills, with the ability to adapt messaging for a wide variety of audiences. 

• Proven ability to exercise discretion and maintain confidentiality in all faculty affairs matters.

• Strong organizational skills, with the ability to set priorities, manage multiple projects simultaneously, and meet tight deadlines in a dynamic environment.

• Highly developed organizational and time management skills, along with experience and competence utilizing and leveraging technology. 

• A commitment to provide excellent customer service is required along with the ability to work effectively with faculty, learners and staff at all levels.

• Flexibility, adaptability, and patience will be essential in working in this role to meet changing demands and deadlines.

   

• The ability to navigate difficult situations independently with minimal guidance.

• Experience working in an academic medical center is ideal and within the human resources and/or faculty affairs areas.
• Knowledge of University and HR policies, procedures, and practices.
• Proficient with Outlook, Word, Excel, PowerPoint and other systems such as Wolverine Access, Meridian and Elements CV.

Michigan Medicine is one of the largest health care complexes in the world and has been the site of many groundbreaking medical and technological advancements since the opening of the U-M Medical School in 1850. Michigan Medicine is comprised of over 30,000 employees and our vision is to attract, inspire, and develop outstanding people in medicine, sciences, and healthcare to become one of the world?s most distinguished academic health systems. In some way, great or small, every person here helps to advance this world-class institution. Work at Michigan Medicine and become a victor for the greater good.

What Benefits can you Look Forward to?

• Excellent medical, dental and vision coverage effective on your very first day
• 2:1 Match on retirement savings

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.

40 hours per week, Monday - Friday, hybrid.

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.

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 any time after the minimum posting period has ended.

The University of Michigan is an equal employment opportunity employer.