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in Ann Arbor, MI

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Hours Full-time, Part-time
Location Ann Arbor, Michigan

About this job

Responsibilities* Maintain the calender of the Chief Department Administrator. Schedule meetings make/arrange travel when necessary. Provide backup to the Chair of the Department. Act as a liasion between admistrative staff and faculty, co-workers, or visiting by responding to or routing inquiries and complaints to appropriate staff.

Initiate process and monitor a variety of University, Hospital, and department forms. This includes timekeeping paperwork, purchase requisitions journal entries, travel and business hosting expense, tuition reimbursements, procurement requisitions, etc.

Serve as a Procrurement Specialist for the Post Award Redesign project in the Department Plan, coordinate, and execute Department Events and including recruitments, promotional dinners, holiday parties, and alumni events.

Maintian supply inventory for administrative office, including office supplies, water, paper, etc. Serve as timekeeper for monthly and biweekly administrative staff; generate and print timesheets in Business Objects data wharehouse. Seperate and distribute payroll timesheets for both monthly and biweekly administrative staff.

Serve as Concur expense/travel delegate for various administrative employees. Review Concur expense reports, travel and business hosting expense reports and requisitions submitted to the Financial Manager and Director of Administration for signature and final approval.

Initiate, compose and edit correspondence and pertinent information for divisions regarding departmental operations. Communicate University, Hospital, and Department policies and procedures when appropriate.

Answer, screen, and direct incoming calls. Assist as backup to other secretaries in the Administrative Unit by answering phones in their absence.

Serve as Pediatric Administraton Representative for Fire and Safety committee, coordinate annual fire/safety orientation for Department Staff in MPB.

Serve as backup support distributing mail, managing faxes and signing for overnight packages, if necessary. Copy and collate materials as needed.

Greet and escort visitors and guest as needed.

Transcribe and mail FedEx letters and other administrative documents as needed.

Assist in the training of other staff, students as needed.

Special projects as assigned.

Required Qualifications* Associate Degree preferreed. High School diploma, including courses in secretarial practices, typing bookkeeping or office procedures or an equivalent combination of education and experience; at least 5 years experience in responsible secretarial work. Ability to preserve confidentiality. and handle materials of highly sensitive nature. Well organized and able to multi task. Excellent typing, proofreading and communication skills (written and oral) and good interpersonal skills. Ability to work diplomatically with a wide range of people; proven ability to assess and handle highly sensitive and confidential matters; flexibilty to work independently or as a team member; attention to detail is necessary. Proven ability to assume responsibility to schedule work, meet deadlines, and work under pressure. Neat in appearance and reliable attendance is required.

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.

Application Deadline Job openings are posted for a minimum of seven calendar days. This job 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.