Summary

The Department of Cardiac Surgery is seeking an Administrative Specialist to join its Section of Health Services Research and Quality (HSRQ). Under the general supervision of the Section Head of the HSRQ and the Department of Cardiac Surgery Administration, this position provides administrative support to faculty within the Section and serves as the lead administrative contact for the Section. In this capacity, the selected candidate will interact with a variety of constituents, including faculty, staff, students, residents, fellows, clinical and research personnel, outside medical centers, and visitors/guests. The administrative specialist will also provide project management support for the Section, including bibliographic reference management, meeting coordination, editing of manuscripts and presentations, and assisting with grant applications. Additional responsibilities include, but are not limited to:

Answering phones
Organizing faculty calendars
Providing assistance to all team members
Coordinating travel arrangements and processing reimbursements
Performing monthly reconciliation of faculty accounts and P-Card statements
Coordinating meetings and conferences, including developing agendas (in conjunction with Section faculty and staff), arranging Zoom meetings, reserving conference rooms, managing AV, assisting with conference materials, and attending meetings as needed to provide support and take/distribute minutes
Managing license and membership dues/renewals, conference registrations, subscriptions, and other professional expense needs using university-preferred vendors and/or U-M purchasing card
Assisting faculty with correspondence and maintaining CV and other professional documentation
Performing other miscellaneous duties as assigned


To complete these responsibilities, the ideal candidate should have excellent verbal and written communication skills, attention to detail, and demonstrated computer competency with Microsoft Office applications. In addition, the ideal candidate should have strong organizational skills, the ability to manage multiple tasks simultaneously while meeting deadlines, the ability to work well independently and in a team environment, and a high level of resourcefulness, flexibility, and adaptability. Creative problem solving is essential in this position.

Mission Statement

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.

Required Qualifications*

Bachelor’s degree or equivalent combination of education and experience
2-4 years of relevant experience
Excellent oral and written communication skills, including the ability to effectively interact with a diverse group of individuals
Strong organizational and planning skills with the ability to set priorities, handle multiple assignments, and meet deadlines
Strong sense of integrity with the ability to appropriately handle confidential and sensitive information
Proficient in typical business software, including as Microsoft Office applications (Outlook, Word, Excel, PowerPoint), Adobe, and Google
Ability to work independently and as part of high functioning team
Ability to think autonomously and escalate issues as needed
Desired Qualifications*

Experience with project management
Experience providing editorial review of manuscripts
Experience preparing grant budgets and proposal submissions
Experience utilizing university systems MPathways, Concur, Wolverine Access, MiChart, MiCME, Elements (previously M-CV), Cornerstone (previously MLearning),
Experience utilizing bibliographic software, Doodle Poll, Survey Monkey, Qualtrics, Slack, Sharepoint
Knowledge of Zoom video conferencing system
Knowledge of university policies and procedures