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.

40%      Project & Event Coordination

• Assist with special projects to support the goals and objectives of MSHIELD including, but not limited to, preparing detailed project plans to track and communicate progress, completing deliverables with attention to detail, managing and executing multiple tasks, projects, and priorities including the ability to prioritize workload to meet deadlines, prepare written communications and presentations for a variety of audiences.

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

• Prepare and maintain process documentation, including organizing an electronic library of documents and resources, and documenting policies/guidelines/procedures at the institution, department, and program levels. 

• Manage and serve as a content expert for Teams, SharePoint, and other document-sharing platforms.

30% Administrative Oversight

• Assist the 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. 

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

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

• Coordinate travel including assistance with conference registration, hotel reservations, booking flights, and preparing travel/reimbursement reports.

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

20%      Communications & Website Maintenance

• Execute communications-related needs of MSHIELD, including coordinating website content updates (using Google Sites), and creating/maintaining templates for presentations and documents (Powerpoint, Word). 

• Support MSHIELD staff in establishing regular social media communications, coordinate content development, and manage posts on LinkedIn, Twitter, and Facebook.  

• Assist in collecting, reviewing, and creating content for communications materials such as progress reports, graphics, and newsletters. 

10%      Participation in Team Culture

• Along with other MSHIELD staff and faculty, actively commit to anti-racist action and reflection through regular participation in, for example, bi-weekly conversations, book club, and days of service. 

• Other duties as assigned.

Required Qualifications

• Bachelor’s degree or an 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, and 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

• At least 2-3 years of administrative support experience.

• 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).

• Aptitude for design, including familiarity with tools like Canva, etc.

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

$50,270 - $69,115  + 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.