Michigan Medicine Department of Clinical Quality and the Michigan Social Health Interventions to Eliminate Disparities Collaborative Quality Initiative (MSHIELD CQI) seek an Administrative Assistant to support the administrative needs of the collaborative. The ideal candidate is highly motivated to not only accomplish the day-to-day tasks relating to administrative oversight, documentation, and calendar management, but also actively participate in team culture and take responsibility for personal and professional growth particularly related to health equity and anti-racism. Under the supervision of the MSHIELD Program Manager, this candidate will excel in a fast-paced environment with great attention to detail, identify gaps and streamline processes, and actively demonstrate commitment to practicing anti-racism work

Why Join Michigan Medicine?

Michigan Medicine is one of the largest health care complexes in the world and has been the site of many groundbreaking medical and technological advancements since the opening of the U-M Medical School in 1850. Michigan Medicine is comprised of over 30,000 employees and our vision is to attract, inspire, and develop outstanding people in medicine, sciences, and healthcare to become one of the world’s most distinguished academic health systems.  In some way, great or small, every person here helps to advance this world-class institution. Work at Michigan Medicine and become a victor for the greater good. 

Work Locations

This department employs a work remote first policy. Office and meeting space within the health system is available as needed and in-person work across Michigan will be occasionally required, but remote work is supported and encouraged as appropriate. The MSHIELD team works remotely 4 days/week, with one on-site day for in person work at Arbor Lakes (4251 Plymouth Road, Ann Arbor).  

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.

Accommodation and Accessibility

If you require reasonable accommodation in completing this application, interviewing, completing any pre-employment testing, or otherwise participating in the employee selection process, please direct your inquiries to jobsweb@umich.edu.

Vaccine Requirements

COVID-19 vaccinations are required for all students, faculty and staff working in the following areas: Michigan Medicine including the Medical School, Dental School, University Health Service or the Mary A. Rackham Institute.  This includes those working remotely and temporary workers.   More information on this policy is available on the U-M Health Response website.

U-M EEO/AA Statement

The University of Michigan is an equal opportunity/affirmative action employer.

Administrative Oversight (40%):

• Assist Program Manager in daily operations, including the onboarding, training, and off-boarding of staff.  This includes purchasing equipment, ordering supplies, email/listserv management, facilitating access to network drives and in-person office locations, developing organizational protocols, and working with new staff to explain team processes.  

• Champion the effort to standardize program operations to increase efficiency and effectiveness and ensure team compliance.

• Organize travel for team members and external speakers; prepare travel/reimbursement reports.

• Develop and disseminate team documents including agendas, meeting minutes, policies, and guidelines; circulate drafts of manuscripts, abstracts, and presentations. 

• Support the team’s procurement and compliance activities, including, but not limited to, vendor payments, tracking of expenses, processing and reconciling statement of accounts and P-card statements, and handling procurement of goods/services using M-Pathways.

Meetings and Calendar Management (30%):

• Provide high-level calendar management for MSHIELD team activities, exercising discretion and judgment to appropriately prioritize complicated team member schedules.

• Schedule and provide logistical support for events, meetings and webinars, including venue and hosting responsibilities, taking detailed minutes with action items, and drafting and disseminating other meeting materials. 

• Assist Program Manager with the organizing, scheduling, and coordinating of program events, including setting up video conferences and trainings.

Tracking and Organizing Documents (20%):

• Organize and maintain an electronic library of documents and resources. 

• Maintain and track policies, guidelines, and procedures at the institution level, department level, and program level. 

• Establish and maintain lists with contact information of both internal and external stakeholders, including program participants, to ensure quality communication.

Other (10%):

• Collaborate with MSHIELD team members to support the mission and vision of the MSHIELD team, including active participation in antiracism efforts.

• Other duties as assigned.

Required Qualifications

• High School Diploma and at least 4 years of related experience, or equivalent combination of education and experience. 

• Experience and proficiency working in administrative programs (e.g., Microsoft 365, Adobe Acrobat) and Human Resources Management Systems (e.g., M-Pathways, Concur).

• Ability to work independently and cooperatively in a team oriented, fast-paced work environment. 

• A high degree of initiative, resourcefulness, and the ability to anticipate needs.

• Ability to communicate effectively with others (written and verbal).

• Commitment to personal and professional growth, particularly related to health equity and anti-racism. 

• Proven ability to be highly organized, self-motivated, and display excellent judgment while operating in a flexible and professional manner; able to perform complex tasks, manage multiple projects, and meet all established deadlines. 

Desired Qualifications

• Bachelor’s degree 

• Prior experience within the University of Michigan and familiarity with their systems, policies, and procedures.

• Website maintenance skills (e.g., adding events and updates to team website).

• Ability and interest in light project management (tracking topics, deliverables); familiarity with project management tools (e.g., Airtable).

• Experience with health equity, anti-racism, or supporting the health of diverse communities.

$40,730 – $56,005 + benefits, including excellent medical, dental and vision coverage effective on your very first day, and 2:1 Match on retirement savings. Salary is dependent on education and experience as related to others in the title.