Administrative Assistant Sr

Job Summary The Clinical Value & Innovations, Virtual Health Program, provides telemedicine services and support across the University of Michigan Health System. This position will work closely with leadership, faculty, and staff as well as external stakeholders providing an advanced level of administrative support within a team-based, shared work model. We are a cutting edge program that believes in a dedicated work ethic while enjoying our responsibilities and delivering excellent customer service and support under pressure.

Responsibilities* General Administrative Duties: Provide a variety of support for The Virtual Health, Telemedicine Program, including all program staff. Represent the program in interactions with UMHS faculty, groups, and units, as well as external stakeholders. Follow up on assignments and actions that result from Telemedicine video conferences with the Administrative Manager. Compose and edit correspondence with customers as directed by the Virtual Health Administrative Manager. Receive and respond to routine correspondence following established procedures not requiring management review. Attend and take minutes at various and conferences and meetings as necessary. Participate in departmental and planning activities, such as interviews, status reporting, team meetings, data gathering, and other related tasks.

Coordinate needs and communications with UMHS faculty, external stakeholders and various leadership, committees, and groups. Exercise judgment in setting priorities for efficient use of time and resources. Ensure that deadlines are met, track action items. Develop specialized/standardized forms, templates, and tables; create folders/file (paper and/or electronic) and organize materials to ensure their effective use. Maintain internal phone lists and other organizational documents.

Act as courier to pick up and deliver equipment. Must be able to lift up to 40 lbs. Position requires walking, bending, and other physical movements, including helping to install equipment as part of a team. Participate in testing devices, apps, etc.

Compile and analyze basic information for inclusion into reports or presentations. Prepare charts, graphs, or tables as needed.

Calendar Management and Scheduling: Maintain a complex matrix of calendars (department, staff members, and video conferencing). Update department member's individual calendars and keep staff up-to-date on changes.

Coordinate scheduling and coverage of video conferences with the technical team. Organize associated information.

Procurement: Process capital and operational purchasing requirements for Department; research items and obtain price quotes, enter information into University PeopleSoft systems, maintain and/or manage financial documents and or accounts as assigned, including P-Card reconciliation. Ensure that a supply inventory is completed on a routine basis, and that all items are stocked to facilitate daily departmental functions. Serve as a CONCUR Department delegate for staff and faculty. Arrange and coordinate travel and travel reimbursement via CONCUR for the Administrative Manager and unit staff. Working with the operations team, place orders for video conferencing equipment as specified by Operations Manager.

Project Support Functions: Assist with coordination and support of planning and execution of internal and external events and meetings. Communicate event policies, coordinate and manage invitation processes and materials, maintain attendee lists, prepare and package event materials, reserve rooms and catering and a/v, manage set up and break down of rooms, and other duties as they arise.

Make simple edits to departmental website under the direction of the Administrative Manager. Assist Senior Advisor by acquiring research articles and organizing data.

Required Qualifications* Bachelor's Degree in a relevant field of study, or an equivalent combination of education and experience.

Four years of progressively responsible administrative support.

This position also requires:

- A high level of organizational, analytic, and problem-solving skills. Must have the ability to prioritize tasks, work independently, handle multiple tasks simultaneously and be able to synthesize big picture/goals into specific tasks required to reach objectives.

- A proven track-record of successfully and positively working with leadership, faculty, and staff. Proven excellence in customer service.

- Must possess exceptional verbal and written communication skills.

- Meticulous proofreading skills/attention to detail is required.

- Must have a desire to work within a team-focused, participative management framework.

- Must possess the ability to assess competing priorities, manage workflow, and meet operational deadlines in a complex organization under general supervision.

- Demonstrated analytical ability is required in order to gather and summarize information, solve administrative problems, and present data.

- A demonstrated proficiency utilizing Microsoft Excel and Word is required Provide a strong and responsible work ethic, with accountability and an aptitude for technology.

- Adept at working for a fast paced team with competing demands.

Desired Qualifications* Knowledge of UMHS internal systems such as Concur and M-Pathways, etc.

Knowledge of UMHS policies and procedures

A strong interest, or strong desire, to contribute to supporting the virtual health services the department provides.

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.