We, the staff and faculty of the Frankel Cardiovascular Center (FCVC) team, are committed to advancing medicine and serving humanity through living and teaching our core values of Caring, Teamwork, Integrity, Innovation and Excellence. Each FCVC employee is expected to understand and demonstrate that in every interaction we represent our entire organization in the care we provide and in the courtesies we extend to patients, families, and each respective team member. The FCVC is dedicated to partnering with patients and families to deliver the safest and highest quality of health care. Excellent service is an expected and integral part of the FCVC culture.

To be considered for this position, a cover letter is required and should be attached as the first page with your resume. The cover letter should address your specific interest in the position and outline skills and experience that directly relate to this position.
 

The Frankel Cardiovascular Center (FCVC) Administrative Specialist will provide essential administrative support to Frankel CVC Administrative leaders. This role will also serve as the primary contact with hospital facility operations to conduct routine assessments of the state of the facility and lead the coordination of building projects and renovations. The ideal candidate uses independent judgement and discretion, is self-motivated, customer-centered, detail-oriented, and excellent at multi-tasking and prioritizing projects.

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
• Flexible spending accounts
• Prescription Drug Plan
• Child Care Resources
• Life Insurance
• Legal Services Plan
• Retirement Savings Opportunities with 2:1 match 
   

Facilities:

Primary contact for all FCVC facility-related projects and issues. Recommend options for solutions to the FCVC Managing Director/CAO. Responsible for coordinating on-going maintenance, creating work requests via the Support Services Link and managing projects through completion.

Oversee local FCVC Administrative office renovations, furniture reconfigurations, repairs/warranty work, and property disposition requests. Responsible for coordinating office moves, including necessary IT tickets related to moving computer equipment and phones.

Manage internal requirements and correspondence regarding capital projects (construction and renovation projects) and coordinates projects with central facilities and building personnel.

Manage departmental equipment inventory and space allocations, including the annual space survey, in partnership with FCVC Leadership.

Serve as the point of contact and resource on building policies and procedures for both internal and external customers. Act as the department's Fire and Safety liaison, maintaining the unit Fire Board and running the annual safety/emergency preparedness drills. Responsible for annual review/update to the Continuity of Operations Plan (COOP) required by Emergency Management Operations.

Process FCVC Administration requests for building/office keys and ID badges for staff and vendors.

Administrative:

Demonstrate initiative, independent judgment, diplomacy, and follow-through in providing primary administrative support for the FCVC Director of Finance. Provide secondary support to the Chief Administrative Officer/Managing Director.

Manage event planning and coordinate the needs of the center for conferences, symposiums, town halls, site visits and outreach events to include securing venue, agendas, program materials, hosting, and travel arrangements. Lead and attend planning meetings. Review budget and expectations with the Managing Director and Director of Finance. Work closely with speakers and Procurement to facilitate contracts. Plan social events and receptions. Initiate and submit expense reports for guest travel reimbursements.

Oversee and manage the FCVC Annual Report process, including facilitating content creation and layout in collaboration with the FCVC Communications Specialist, ensuring deadlines are met. Assist with proof-reading of draft content for accuracy and flow. Provide initial drafts to FCVC leadership for review. Once complete, send final document to outside printer to be printed.

Provide complex calendar management, including organizing complicated and challenging schedules, responding to changes in schedules, and setting priorities when there is a conflict. Prepare and/or edit correspondence, documents, and presentations. Compile and/or analyze data. Respond to or redirect inquiries regarding sensitive and confidential material.

Maintain general office operations, including ordering and stocking supplies. Greet and assist staff, patients, families, and guests with wayfinding.

Co-manage utilization for the FCVC Administration conference rooms, with a secondary focus (back-up). Includes managing the schedule for these spaces, serving as a Super User for the AV equipment and acting as the initial point of contact for support and training.

As part of the administrative team, assist team members and provide cross coverage for other administrative partners as needed.
 

• Bachelors degree or equivalent combination of education and experience.
• 8 or more years of facilities management experience, including furniture/space planning, inclusive of recent experience within the last 2 years.  
• Minimum of 8 years of progressive office administration support and/or business operations experience.
• Recent event experience including planning, execution and evaluation.
• Prioritizes and manages complex tasks and/or projects with competing deadlines, including experience with oversight of project budgets.  
• Works independently with a high degree of creativity, initiative, and resourcefulness. Shows sound judgment and escalates issues as needed.
• Excellent verbal and written communication skills with a strong customer focus. Contributes to the team in a professional and collaborative manner.
• Handles confidential materials and situations with sensitivity and discretion.
• Strong Microsoft Office Suite skills (e.g., Outlook, Word, PowerPoint, Excel).
   

• Prior experience in an academic healthcare setting, with understanding of health system operations, protocols, and procedures.
• Experience utilizing M-Pathways, and other University of Michigan IT systems.
   

This position will be 4 days a week onsite at the Frankel Cardiovascular Center and 1 day remote. The schedule arrangement is based on the current needs of the department and may be subject to change.

This position will require flexibility to occasionally work outside the normal business hours to support events, conferences, and committee meetings. 
 

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 employment opportunity employer.