Executive Assistant Sr Hlth

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Job Summary

The Department of Emergency Medicine is looking for an outstanding Executive Assistant, Sr. to support the Chair of Emergency Medicine. This role works closely with Dr. Prashant Mahajan, the Chair of Emergency Medicine, to manage his calendar, support his meetings, book his travel, handle expense reimbursements, and assist with all other administrative needs. In addition, this role will coordinate the annual faculty recruitment process every fall and annual faculty review process in the spring/summer. This role reports to the Manager of Administrative Operations for the Department of Emergency Medicine and works collaboratively with the other administrative assistants and specialists within the department to support the department?s faculty. Our department has a highly capable and welcoming team of administrative support staff which provides an opportunity for cross-coverage, learning in additional areas, and drawing on best practices across the department.

A successful candidate will have the ability to work both independently and as a part of a collaborative team. The candidate will be able to complete multiple tasks simultaneously and prioritize work. A commitment to Michigan Medicine core values, including service excellence is required. This role is anticipated to work 3-5 days on-site per week (depending on the week) at the Taubman Health Center. An on-site rotation calendar is created collegially with the other administrative assistant team members. During an onboarding period, the candidate may need to come on-site every day for a period of several weeks.

Michigan Medicine is firmly committed to advancing inclusion, diversity, equity, accessibility, and belonging, which are core to the culture and values of our department. Our department supports recruiting and cultivating a diverse workforce as a reflection of our commitment to serve the diverse people of Michigan and the world. We strive to create a work culture where each team member feels respected, valued, and safe.

Mission Statement

The mission of the Department of Emergency Medicine at the University of Michigan is to create the future of emergency care. Our vision is an emergency care system that engages our patients and the entire health care system to provide solutions to the growing need and complexity of emergency medical care. We pursue this mission through advanced clinical practice, cutting edge research, innovative education, and service to the health system, community, and our global partners.

Who We Are

The Department of Emergency Medicine at U-M is dedicated to creating the future of emergency care through advanced clinical practice, cutting edge research, innovative education, and service to the health system, community, and our global partners.

Our clinical operations at University Hospital (UH), Children?s and Women?s Hospital (C&W) and Hurley Medical Center (HMC) are focused on continuously improving the quality of patient care and optimizing the patient care experience. Our training programs include a required rotation for all UM medical students, a four-year residency with 64 residents that rotate to four clinical sites including UH, C&W, HMC and St Joes Ann Arbor and 8 different fellowships to incorporate the latest innovations in medical education. Our broad research portfolio spans the spectrum of emergency medicine, ranging from molecular biology to health policy, with significant expertise in multicenter clinical trials, injury prevention and emergency critical care. In terms of service, our faculty hold significant leadership roles in the medical school, hospitals, health system and national organizations. They also serve the local community in Ann Arbor and globally through our leadership of emergency medicine training programs in Ghana.

Most importantly, what makes Emergency Medicine at the University of Michigan stand out is the people, and their dedication to making a difference. Combining that with the infrastructure and

resources of a world class University and Health Care System, we strive to play a significant role in creating the future of emergency care.

Why Join Michigan Medicine?

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

Responsibilities*

• Provide administrative support to Dr. Prashant Mahajan, Chair of Emergency Medicine

• Anticipate the administrative support needs of Dr. Mahajan

• Manage calendars, schedule meetings, reserve meeting rooms, and create virtual meeting

• Assist with on-site event set-up for meetings

• Prepare itineraries and coordinate domestic and international travel arrangements for 15+ trips per year

• Support expense reimbursement for travel, membership renewals/dues, subscriptions, conference registrations and handle expense tracking and reporting

• Assist Dr. Mahajan with maintaining Curriculum Vitae (CV)

• Prepare memos and other correspondence on behalf of Dr. Mahajan

• Schedules and prepare itinerary for Emergency Medicine All Faculty Meeting, including inviting executive leaders from around organization to speak to department

• Coordinate annual faculty recruitment process, including scheduling in-person interview dates for faculty candidates and assisting with booking faculty candidate travel, hotels, cars, and reimbursements

• Coordinate annual faculty review process, including scheduling annual review meetings with 60+ faculty and ensuring timely submission to the Office of Faculty Affairs

• Maintain departmental phone lists, schedules, email lists, and other administrative documents

• Provide cross-coverage for administrative support staff during vacations

• Perform other duties as assigned

Required Qualifications*

• Bachelor's degree or equivalent combination of education and experience; or more than 4 years of administrative experience

• Excellent interpersonal skills to handle sensitive and confidential situations that require demonstrated poise, tact, confidentiality and diplomacy

• Excellent written and oral communication skills with the ability to effectively communicate and collaborate with all levels of constituents

• Experience with spreadsheet and presentation applications including Excel, Word, and PowerPoint

• Demonstrate ability to set priorities, handle multiple assignments, work collaboratively with team members, and meet competing deadlines

• Judgment while operating in a flexible and professional manner

• Knowledge of UM policies and procedures preferred

Desired Qualifications*

• Prior experience working in academic healthcare or academic research setting

• Experience directly supporting academic faculty with administrative needs

• Knowledge of medical school, hospital and/or clinical department policies and procedures.

Work Locations

The Department of Emergency Medicine functions in a hybrid work model. This position is anticipated to require a minimum of 3 days per week onsite at Taubman Health Center, with needs varying by week. This position may require flexibility to work outside of the primary work schedule as needed to support the Chair of the Department.

Modes of Work

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 thework modes (https://hr.umich.edu/working-u-m/my-employment/ways-we-work-resource-center/ways-we-work-implementation-group/modes-work) .

Background Screening

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.

Application Deadline

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.

U-M EEO/AA Statement

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

Job Detail

Job Opening ID

254280

Working Title

Executive Assistant Sr Hlth

Job Title

Executive Assistant Sr Hlth

Work Location

Ann Arbor Campus

Ann Arbor, MI

Modes of Work

Hybrid

Full/Part Time

Full-Time

Regular/Temporary

Regular

FLSA Status

Exempt

Organizational Group

Medical School

Department

MM Emergency Medicine Research

Posting Begin/End Date

9/10/2024 - 9/24/2024

Career Interest

Administration

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