Admin Specialist Assoc Health

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 Anesthesiology is seeking an Administrative Specialist to serve as a lead for the Anesthesiology faculty offices located on the 4th and 6th floor in the D. Dan and Betty Kahn Pavilion.  This position will provide high level administrative support for Anesthesiology faculty, and it will facilitate and lead administrative processes for the Anesthesia Pavilion offices. This position will report directly to the UH Anesthesiology Administrative Staff Manager and will partner closely with UH administrative staff. This position is located in the D. Dan and Betty Kahn Pavilion and will function in a hybrid capacity with a minimum of 3 days in the office per week.

• Serve as the lead administrative specialist for Anesthesiology offices located on the 4^th and 6^th floor in the Pavilion.

• Assist with the onboarding and orientation of new Anesthesiology faculty in the Pavilion. This includes preparing office space, acquiring computing equipment, and assisting as needed for acclimation and resolution of problems.

• Provide complex calendar management for faculty including organizing rigorous schedules, responding to frequent changes in schedules, screening the purpose of meeting requests, setting priorities when there is a conflict, and obtaining meeting information when required.

• Inventory, order, receive and distribute all supplies for Pavilion offices. Reconcile statement of activity against supply orders.

• Oversee the maintenance, ordering, distribution, and tracking process for dosimeters and lead at the Pavilion.   

• Manage Pavilion space projects related to the Anesthesiology faculty offices.

• Equipment Maintenance - Manage all office equipment; ensure faculty have working laptops and in-office workstations. Maintain and order new equipment as needed.

• Manage incoming and outgoing communications, independently prioritizing and responding to emails, phone calls, mail, and other correspondence as appropriate.

• Coordinate meetings and other events including reserving locations, sending invites, arranging catering, a/v and teleconferencing needs and assisting with invited guests and speakers.

• Assist with scheduling and planning, appreciation lunches, retreats, and other special events. Maintain and reconcile departmental purchasing card for ordering purposes.

• Manage license and membership dues/renewals, conference registrations, subscriptions, and other professional expense needs using university-preferred vendors and/or U-M purchasing card.

• Perform monthly reconciliation of faculty accounts and P-Card statements.

• Prepare and submit travel and/or hosting expense reports.

• Assist faculty with correspondence, CV maintenance, and other professional documentation.

• Assist with special projects including, but not limited to filing, copying and data entry. Distribute and receive mailings.

• Assist with administrative coverage at UH Anesthesiology location when needed. 

• Bachelor's degree or equivalent combination of education and experience. 

• Four or more years of progressively complex administrative experience with demonstrated ability to multitask. Highly motivated, organized, autonomous person with excellent project management abilities. 

• At least 2 years of experience providing detailed administrative support and calendaring for faculty or administrative management/leadership teams.

• Candidates must be self-motivated and demonstrate excellent judgment in problem solving when developing daily work priorities.

• Significant experience working as member of an administrative team.

• Proven ability to assess and handle highly confidential matters. 

• Ability to work independently and comfortable consulting with others to achieve strict deadlines. 

• Ability to anticipate and respond to issues as they arise in a complex and dynamic large academic medical center environment. 

• Outstanding organizational skills and proven ability to meet deadlines and produce detailed and accurate work.

• Demonstrated excellence in verbal, written, and interpersonal communication; ability to work independently and manage competing priorities effectively.

• Prior administrative experience in a healthcare setting.

• Highly skilled at adapting to new technology.

• Considerable knowledge of university policies and procedures. 

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.

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.

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 Opportunity Employer. We are committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants, including protected veterans and individuals with disabilities.