University of Michigan - Ann Arbor
Executive Assistant Assoc Hlth
University of Michigan - Ann Arbor, Ann Arbor, Michigan, us, 48113
Overview
A cover letter is required for consideration for this position and should be attached as the first page of your resume. The cover letter should address your specific interest in the position and outline skills and experience that directly relate to this position. The Department of Psychiatry at Michigan Medicine is seeking an experienced and highly motivated Executive Assistant to provide comprehensive administrative support to the Department Chair and the Chief Department Administrator (CDA). This executive-level support position requires superior organizational, communication, and problem-solving skills, as well as the ability to maintain professionalism and confidentiality in a fast-paced, multifaceted academic medical environment. The Executive Assistant will proactively manage complex calendars, communications, and departmental initiatives, and serve as a key liaison to a wide range of internal and external stakeholders.
Executive Level Administrative Support
Act as a trusted partner, managing the day-to-day administrative needs of the chair and chief department administrator
Independently prioritize and coordinate complex calendars, domestic and international travel, expense reimbursement, and meeting arrangements
Prepare, compile, and distribute agendas, presentations, and briefing materials for meetings and events
Draft, edit, and proofread high-level correspondence, reports, presentations, and talking points
Organize logistics for department-wide events, faculty retirement celebrations, executive searches, and leadership initiatives
Support calendar coordination and material distribution for things such as merit meetings between the Chair, Faculty Leaders, and administration leadership for things such as annual reviews, budget planning, and other seasonal calendar needs involving multiple departmental leadership personnel
Project Management & Office Coordination
Lead or coordinate special projects and initiatives as assigned, including process improvement and strategic planning efforts
Coordinate and provide administrative support for departmental leadership meetings (e.g. Associate Chairs, Psychiatry Senior Leadership Council, Town Hall meetings, etc.)
Track and follow up on action items, ensuring timely completion and accountability across administrative functions
Serve as the primary point of contact for facility, technology, or operational needs specific to the Chair's office.
Communication & Liaison
Serve as a central liaison between departmental leadership, faculty, staff, university administrators, external partners (philanthropic, clinical, and community organizations), and national professional groups
Represent the Chair's office at meetings and on committees when requested
Support activities and event planning related to national and internal programs, such as Chair hosted events and oversee the Quality Improvement Award Program and Research Fellows Award Program.
Qualifications
High School Diploma
5 years of relevant professional experience, preferably in an academic or medical environment
Demonstrated excellence in written, verbal, and interpersonal communication
Advanced proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, etc.), virtual conferencing platforms (Zoom, Teams, etc.), Qualtrics (or other survey building suites), Google Forms, and the ability to learn new systems as needed
Strong organizational skills; demonstrated ability to manage multiple tasks and deadlines simultaneously
Detail-oriented, with a high degree of discretion in handling sensitive and confidential matters
Ability to work both independently and collaboratively within a large, complex organization
Experience in higher education, healthcare, or academic medicine
Familiarity with University of Michigan policies, procedures, and technological systems
Experience supporting faculty and leadership in a medical department setting
A flexible and can-do attitude
A bachelor's degree
This work will primarily take place during normal business hours Monday - Friday. However, occasional early morning, evening, or weekend work may be required to support key initiatives and events.
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 Reporting 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.
In addition to the screenings indicated above under Michigan law, a criminal history check including fingerprinting is required as a condition of transfer or employment for this position.
Job openings are posted for a minimum of seven calendar days. The review and selection process maybegin as early as the eighth day after posting.Thisopening may be removed from posting boards and filled anytime after the minimum posting period has ended.
The University of Michigan is an equal employment opportunity employer.
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A cover letter is required for consideration for this position and should be attached as the first page of your resume. The cover letter should address your specific interest in the position and outline skills and experience that directly relate to this position. The Department of Psychiatry at Michigan Medicine is seeking an experienced and highly motivated Executive Assistant to provide comprehensive administrative support to the Department Chair and the Chief Department Administrator (CDA). This executive-level support position requires superior organizational, communication, and problem-solving skills, as well as the ability to maintain professionalism and confidentiality in a fast-paced, multifaceted academic medical environment. The Executive Assistant will proactively manage complex calendars, communications, and departmental initiatives, and serve as a key liaison to a wide range of internal and external stakeholders.
Executive Level Administrative Support
Act as a trusted partner, managing the day-to-day administrative needs of the chair and chief department administrator
Independently prioritize and coordinate complex calendars, domestic and international travel, expense reimbursement, and meeting arrangements
Prepare, compile, and distribute agendas, presentations, and briefing materials for meetings and events
Draft, edit, and proofread high-level correspondence, reports, presentations, and talking points
Organize logistics for department-wide events, faculty retirement celebrations, executive searches, and leadership initiatives
Support calendar coordination and material distribution for things such as merit meetings between the Chair, Faculty Leaders, and administration leadership for things such as annual reviews, budget planning, and other seasonal calendar needs involving multiple departmental leadership personnel
Project Management & Office Coordination
Lead or coordinate special projects and initiatives as assigned, including process improvement and strategic planning efforts
Coordinate and provide administrative support for departmental leadership meetings (e.g. Associate Chairs, Psychiatry Senior Leadership Council, Town Hall meetings, etc.)
Track and follow up on action items, ensuring timely completion and accountability across administrative functions
Serve as the primary point of contact for facility, technology, or operational needs specific to the Chair's office.
Communication & Liaison
Serve as a central liaison between departmental leadership, faculty, staff, university administrators, external partners (philanthropic, clinical, and community organizations), and national professional groups
Represent the Chair's office at meetings and on committees when requested
Support activities and event planning related to national and internal programs, such as Chair hosted events and oversee the Quality Improvement Award Program and Research Fellows Award Program.
Qualifications
High School Diploma
5 years of relevant professional experience, preferably in an academic or medical environment
Demonstrated excellence in written, verbal, and interpersonal communication
Advanced proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, etc.), virtual conferencing platforms (Zoom, Teams, etc.), Qualtrics (or other survey building suites), Google Forms, and the ability to learn new systems as needed
Strong organizational skills; demonstrated ability to manage multiple tasks and deadlines simultaneously
Detail-oriented, with a high degree of discretion in handling sensitive and confidential matters
Ability to work both independently and collaboratively within a large, complex organization
Experience in higher education, healthcare, or academic medicine
Familiarity with University of Michigan policies, procedures, and technological systems
Experience supporting faculty and leadership in a medical department setting
A flexible and can-do attitude
A bachelor's degree
This work will primarily take place during normal business hours Monday - Friday. However, occasional early morning, evening, or weekend work may be required to support key initiatives and events.
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 Reporting 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.
In addition to the screenings indicated above under Michigan law, a criminal history check including fingerprinting is required as a condition of transfer or employment for this position.
Job openings are posted for a minimum of seven calendar days. The review and selection process maybegin as early as the eighth day after posting.Thisopening may be removed from posting boards and filled anytime after the minimum posting period has ended.
The University of Michigan is an equal employment opportunity employer.
#J-18808-Ljbffr