A cover letter is required for consideration for this position and should be attached as the first page of 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 Department of Neurology is seeking an administrative assistant to provide a full range of highly responsible administrative activities to multiple clinical and research faculty members.

The successful candidate will have a strong customer service focus and will represent the department in a highly professional manner. This will require the individual to act with confidence, competence, and discretion on a daily basis while interacting with Michigan Medicine Leadership, departmental faculty, staff and administrative professional peers.

The ideal candidate will thrive in a fast-paced environment, have outstanding interpersonal skills, judgment and discretion and solid experience in making independent decisions regarding planning, organizing and prioritizing work. It will be essential for the candidate to work well within a team, have a strong and responsible work ethic, and possess a high-level of professionalism and an aptitude to make independent decisions when appropriate.

Position may be eligible for hybrid remote work where appropriate and applicable.

Faculty Support:

• Provide administrative support for the academic responsibilities of Neurology faculty.
• Effectively manage the daily electronic calendar of faculty who need this support; anticipate and resolve conflicts and deadlines.
• Schedule resident and medical student rotations 
• Answer, screen, handle and/or route all program business telephone, fax and email communications. Track messages and assist with responses.
• Submit and track faculty absences via Qgenda
• Assist with onboarding new faculty as needed
• Regularly update faculty curriculum vitae via Elements

Preparation and support for meetings and lectures:

• Schedule and coordinate meetings 
• Coordinate weekly lectures for continuing medical education credit
• Manage lecture recordings and track attendance

Document preparation:

• Format/edit a variety of correspondence and performs document management for manuscripts, abstracts, protocols, grant reviews, minutes, etc.
• File and maintain faculty documents and records.
• Develop/draft meeting agendas and associated documents, attend selected meetings, create meeting minutes, and distribute materials as necessary

Procuring and reconciling:

• Process reimbursement through CONCUR.
• P-card management and reconciliation
• Procurement (purchasing) via Tier I function.
• Review expenses for faculty and reconcile monthly statements

Grants:

• Assist with administration and external liaisons for grants.
• Prepare grant Proposal Approval Forms (PAFs) in coordination with the Research Office and with faculty guidance; track grant due dates and send regular reminders.
• Regularly update all faculty curriculum vitae, biographical sketches, NIH other support documents, and resource pages.

Other:

• Assist with website updates as needed.
• Provide support for all other academic/research administrative projects.
• Organize and distribute incoming/outgoing mail. Open/prioritize faculty mail and assist with follow-up.
• Complete business travel arrangements, including registrations, transportation, lodging, etc., and related external and University forms. Process travel reimbursements.
• Additional duties and responsibilities as assigned.

• Maintain strict confidentiality on matters of a sensitive nature
• Excellent organizational skills with the ability to organize and coordinate a diverse workload and complete multiple tasks within established and changing deadlines is required.
• Must be able to successfully analyze, manage and appropriately prioritize scheduling for extremely busy high-level executive leadership calendars.
• Demonstrated ability to work independently, showing sound judgment based upon experience, as well as the capability to work as part of a diverse team in a professional and collaborative manner.
• Excellent written and verbal communication skills with a high degree of interpersonal skills, including the ability to accurately transcribe minutes, recommendation letters, dictations, etc.
• including the aptitude to initiate and/or draft correspondence.  Maintain curriculum vitae and biosketches.
• Strong ability to analyze, compare, and evaluate various courses of action, and make independent decisions on matters of significance free from immediate direction.
• Must be able to exercise initiative, diplomacy, discretion and confidentiality with a positive, service-oriented attitude.
• Attention to detail and follow-through and meeting deadlines with time management and multitasking skills is required.
• Demonstrated experience with leading a project or seeing a project through completion.

• Associate's degree or equivalent experience. 
• At least 5 years of progressively responsible administrative experience desired.
• Knowledge of Michigan Medicine policies and procedures
• Experience with P-Card reconciliation and procurement processes
• Experience with a broad range of UM applications such as MiCME, Emburse, Collegiate Travel Planners and Elements
• Proficiency in MSWord, Outlook, PowerPoint, and Excel

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.

The University of Michigan is an equal employment opportunity employer.