Admin Asst Inter Healthcare - Full-time / Part-time

Job Summary The department of Comp Med and Bioinformatics has an opportunity for an Administrative Assistant Intermediate Healthcare. This position will be main office support staff member for the department sitting at the main front desk.

Responsibilities* Making travel arrangements, completing honorarium payments, travel reimbursements and other hosting arrangements for various events and visitors. Also, set up, coordinate and reserve rooms for Journal Club, Bistro, DCM&B Faculty Meetings, Research-In-Progress Meetings, Tools & Tech., CCMB EC Meetings and various lab meetings.

Reconcile P-cards and statements for DCM&B Faculty and staff by using the UM Concur system and processing of expense reports and travel reports.

Answer the main phone line and direct calls to colleagues as appropriate; greet walk-ins, copy documents, retrieve, open, sort, and distribute incoming mail and faxes; prepare outgoing mail; receive outside visitors; direct or escort visitors to their meeting destinations; Handle and confirm requests for room reservations using an electronic calendar and schedule larger group meetings by submitting room requests. Filing (paper and electronic) and oversight of shredding, prepare documents using word processing, excel spreadsheets, database, or PowerPoint.

Coordinate payroll process, including processing of temp appointments and serving as our I9 compliance officer as well as preparing intake forms for the visa immigration process and coordinating J1 and H1B visas. Handle onboarding process for staff, postdocs and temps as well as facilitate items on termination checklists.

Oversee the departmental phone lists, MCommunity email groups, emergency phone list and emergency forms for all personnel. Handle all incoming and outgoing mail and provide other general support as needed.

Plan, coordinate and assist various events, annual meetings, retreats, symposiums, etc. This includes working with caterers, facilities (on and off campus), and setting up IT configurations as needed. Assist with renovation projects, including phone and IT work requests, and property disposition.

Order and fill supplies in the kitchen as needed. Order office supplies for faculty and staff when requested.

Provide back-up support to the Executive Assistants to the Department Chair and Center Director.

Required Qualifications* Two to four years of progressively responsible administrative experience, a high school education, or a combination of education and experience.

Some prior experience answering main phone lines and planning events.

Strong proficiency in use of computers, including standard applications Excel, Word, PowerPoint

Significant demonstrated customer service skills.

Strong initiative skills to work and learn independently, as well as ability to work as part of a team

Strong multi-tasking ability with propensity to adjust for changing priorities

Excellent interpersonal skills with a dependable attendance record

Attention to detail and strong follow-through skills are essential

Demonstrated organizational skills

Excellent oral and written communication skills required

Desired Qualifications* Experience managing office supplies.

Experience booking and managing travel.

Experience coordinating seminars and conferences including advertising, marketing and brochures.

Previous Wolverine Access Financials experience, including non-PO voucher, HSIP, and reconciling

P-Cards and travel/expense reports using Concur.

Knowledge of University policies, procedures, and regulations preferred.

Knowledge of I-9 forms and visa's.

Background Screening University of Michigan Health System 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.

U-M EEO/AA Statement The University of Michigan is an equal opportunity/affirmative action employer.