Admin Asst Inter Healthcare

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Job Summary

The Unit for Laboratory Animal Medicine (ULAM) is hiring an Administrative Assistant Intermediate Healthcare. This position will report to the ULAM Business Operations Manager and join a diverse workforce and exceptional team of administrative professionals who support the U-M research community (faculty, residents, staff, trainees, and customers) in achieving the highest animal welfare standards in the pursuit of impactful science to benefit both human and animal health.

ULAM is committed to advancing inclusion, diversity, equity, accessibility, and belonging, which are core to the culture and values of the Medical School Office of Research. Our community 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. ULAM is a fast-paced and dynamic service-oriented unit, and our employees are passionate about what they do.

The candidate for this position will work a hybrid schedule with onsite work located at the U-M North Campus Research Complex in Ann Arbor.

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.

Responsibilities*

• Provide administrative support for faculty and staff. These activities include but are not limited to meeting and event logistics (agenda, minutes, task tracking, room reservation, and setup), arranging catering, and wayfinding. Performing complex calendaring with multiple individuals internal and external to University or ULAM. Support and troubleshooting for webinar or hybrid meetings and zoom functionality. (30%)

• Coordinate domestic and international travel arrangements including air and car travel reservations, hotel accommodations, travel itineraries, and preparation materials. Utilize shared outlook travel calendar. Prepare and submit expenses to the Shared Services Center (SSC) and approve expense reports. Reconcile University P-Card expenses and follow-up on discrepancies, as needed. Comply to University and ULAM procedures. (15%)

• Confidential documentation development and maintenance. Draft, edit, and format communications, documents, surveys, presentations, and reports using Microsoft Office 365. Utilize Dropbox, or other storage programs, for file storage and sharing. (15%)

• Provide general administrative support and share in support of administrative team activities such as answering inquiries from the ULAM central email and phone, mail distribution, equipment maintenance and logs, supply ordering, material creation and distribution, facility work orders, and documenting team procedures. Acting as a liaison to other key stakeholders in our program (e.g., EHS, Animal Care and Use Office, OHS). Complete special projects as business needs dictate. (20%)

• Maintain databases in Excel and Google Sheets with consistent accuracy. Collect, organize, and prepare data for analysis and reporting. Extract information from surveys, spreadsheets, or databases. Create surveys, checklists, spreadsheet and organizational charts, flowcharts, timelines, and other formats to organize and present data. (20%)

Required Qualifications*

• High school diploma and two-four years of experience in an administrative role. Recent and cumulative years of experience preferred.

• Demonstrated ability to provide administrative support to faculty, staff, and researchers from diverse backgrounds and with professional courtesy.

• Experience providing clear, concise, and professional communication.

• High level of organization and attention to detail. Practiced ability to audit work for accuracy and completion.

• Self-starter with the ability to receive direction from multiple individuals and effectively prioritize tasks to meet deadlines. Ability to ask for clarification and pivot as needed.

• Ability to handle confidential data with discretion.

• Ability to receive direction from multiple individuals and effectively manage concurrent work.

• Ability to collaborate with manager, in a team of administrative professionals, or independently to meet goals.

• Demonstrated proficiency in administration related software programs including but not limited to Microsoft 365 Outlook, Word, Excel and PowerPoint, Adobe Acrobat, Zoom, and Dropbox or similar cloud storage programs.

• Dependable attendance record.

Desired Qualifications*

• Experience as an administrative assistant in a research or academic environment.

• Flexibility, positive attitude, and exceptional work ethic.

• Adaptable and calm in the event of changing priorities or frequent interruptions.

• Knowledge of University policies, procedures, and regulations preferred. Familiarity using University systems/programs such as Wolverine Access, Schedulon, and Elements.

• Experience with travel arrangements, reimbursement, and P-Cards. Experience with University travel and reimbursement programs Collegiate Travel Planners (CTP), Lightning, and Chrome River.

• Proficiency in spreadsheet software and workplace experience using tools including but not limited to advanced filters, pivot tables, charts, data validation, and formulas.

• Proficiency and workplace experience in organizational and flowchart or survey software such as Visio and Qualtrics, or similar tools.

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 any time 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

255443

Working Title

Admin Asst Inter Healthcare

Job Title

Admin Asst Inter Healthcare

Work Location

Ann Arbor Campus

Ann Arbor, MI

Modes of Work

Hybrid

Full/Part Time

Full-Time

Regular/Temporary

Regular

FLSA Status

Nonexempt

Organizational Group

Medical School

Department

MM Lab Animal Medicine Unit

Posting Begin/End Date

10/09/2024 - 10/23/2024

Career Interest

Administration

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