The Office of the Chief Operations Integration Officer (COIO) is seeking a highly qualified Administrative Specialist ? Intermediate. The Administrative Specialist reports directly to the Associate Chief Operating Officer (ACOO) Oakland County and supports the ACOO and the Integration Management Office (IMO) Director, as well as other executive members of the COIO team.

The Administrative Specialist exercises independent decision-making in communicating with stakeholders and performing daily duties. Duties include dedicated assignments from the Associate Chief Operating Officer and the IMO Director and are within the scope and oversight of their respective priorities and programs. Specific duties and responsibilities are set forth below.

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.

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

Administrative Support for ACOO and IMO Director Initiatives

• Manage the appointment/scheduling process for the ACOO and IMO Director.
• Develop meeting agendas, draft minutes, file and distribute accordingly.
• Create and send emails to internal and external IMO and Oakland County stakeholders.
• Coordinate meeting materials and logistics in support of ongoing communication strategies.
• Collect all associated meeting documentation and track action items for next steps. 
• Provide calendaring support to the Enterprise Triad's Strategic Advisor.
• Process reimbursements and prepare expense reports for leadership P-card or out-of-pocket expenses.
• Execute travel arrangements using, including preparing itineraries, agenda packets, and other travel arrangements.

Document Processing/Tracking/Communication Responsibilities (assigned) 

• Develop communications and assist with various correspondence, including those of a sensitive nature.
• Coordinate communications, materials and events as needed with internal and external senior-level stakeholders.
• Support the preparation of PowerPoint slides for presentations preparing drafts, collating information from multiple sources, creating and following requisite templates, proposing edits, and ensuring submission of materials for presentations by respective committee/governing body due dates.
• Provide critical background information to stakeholders, ensuring the leaders have necessary context on meeting goals and participants.
• Support key projects, collate, and synthesize basic data, and will be expected to manage matters of confidential or sensitive nature appropriately.
• Perform data entry and data/issue tracking for specific initiatives/projects as needed.
• Draft and proofread documents; manage priorities; preparing meeting agendas, materials, and minutes.
• Serve as member of the Office of the COIO team and the face of the ACOO and IMO Director.

Project Management Support

• Maintain timelines for multiple projects, as applicable, and track progress made.
• Manage the flow of issues, projects, and problems requiring either near-term responses or anticipatory preparations related to key initiatives.
• Support an organized, systematic, proactive approach to operations planning and coordinating all the services that will have a role within the Oakland facility.
• Provide analytical support for ACOO and IMO Director priorities.
• Other duties as assigned.

• Bachelor's degree or an equivalent combination of skills, experience, and education.
• 5 or more years of relevant high level administrative experience.
• Strong critical thinking, analytical and critical thinking skills.
• Ability to work independently with minimal supervision.
• Detail-oriented with excellent organizational skills and ability to manage multiple complex assignments.
• Successful work history demonstrating effective process management.
• Excellent computer skills with a strong working knowledge of Microsoft Office Suite, Google collaboration tools, Adobe Acrobat.
• Working knowledge of Zoom and/or other video conferencing tools.

• A flexible, customer service oriented, problem-solving attitude and willingness to work collaboratively.
• Excellent interpersonal/people skills with ability to interact with diversity of people both in and out of the University, and at various levels of the institution.
• Proven experience collaborating with multiple stakeholders at all levels. 
• Demonstrated ability to work independently, learn quickly, achieve high performance goals, and meet deadlines in a fast-paced quickly changing environment.
• Attention to detail and demonstrated organizational, interpersonal, oral, and written communication skills.
• Demonstrated ability to manage multiple assignments and projects with competing priorities and deadlines.
• Excellent work ethic and positive demeanor.
• Forward-planning skills, and the ability to efficiently and effectively prioritize and problem solve.

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.

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 anytime after the minimum posting period has ended.

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