University of Michigan Admin Asst Sr Healthcare in Ann Arbor, Michigan

How to Apply

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.

Job Summary

The Clinical Support Office (CTSO), Director of Clinical Trial Operations and Clinical Support Units (CTSUs) are seeking an energetic and innovative Administrative Assistant. Must often exercise considerable discretion with confidential information, use independent judgment, and possess highly developed organizational and communication skills. Must have the ability to juggle multiple high level tasks simultaneously and determine proper priorities in a changing environment. This position also requires the confidence and competency to make independent decision on matters of importance to the CTSO/CTSUs

This candidate should also be able to show commitment to team objectives and work with others to achieve team goals; and be willing to share knowledge, information and resources with the team. Other expectations will include participation in and support of the implementation of formal quality improvement plans. The candidate should also be able to prioritize and meet productivity standards (accuracy, thoroughness, effectiveness) and deadlines.


Frontline Customer Service:

Answer phones and route calls appropriately; answer email in a timely manner and route appropriately. Serve as department representative for the Director of Clinical trials Operations and reports directly to that individual. Acts as the communication coordinator between leadership, office staff, and other Michigan Medicine areas, as well as outside contacts.

Support for the Director of Clinical Trials Operations and Senior Leadership:

Provide executive-level administrative support for the Director of Clinical Trials Operations. Schedule meetings; coordinate calendars. Assist with HR activities and budget reconciling.

Preparation and editing of correspondence and documents including email, maintaining CVs, letters, publications, agendas

Communicate clearly and effectively; representing Senior Leadership, and other Staff with the highest degree of professionalism and confidentiality through both written and verbal communication.

Support Activities:

Reconcile P-cards and arrange and coordinates travel including conference registration, flight, hotel, and cab, reservations, and prepare travel itineraries,

Reconciles travel and hosting expense reports using the Concur Travel & Expense System.

Maintain multiple calendars in Outlook

Complete and submit purchase orders and non-PO vouchers; purchase supplies and equipment.

Schedules Meetings

This may require consulting several different electronic calendar systems, sending out doodle polls, contacting administrative staff in departments across the university by email and phone, and securing meeting rooms. Set up for these meetings when onsite. This may include setting up a laptop computer/ projector, and providing beverages. Arranges sites, materials for participants, and registration (in advance online and in person at each event) for meetings and other events.

Maintain widely used phone line calendar, Supports the creation of meeting agenda, sending out reminders, and taking minutes at the meeting, generate tracking sheets, etc.

Create Power Point slides and poster presentations, Word Documents and Excel; Maintain/troubleshoot department copier, printers, faxes, and other office equipment. Maintain physical and electronic files to facilitate ease of retrieval; participate in process improvements.

Required Qualifications*

Bachelor’s Degree plus 3-5 years high-level secretarial/administrative experience,

Possess strong multitasking and organizational skills, possess excellent written, verbal and interpersonal skills

Attention to detail and strong follow-through skills.

Ability to work in a team environment with initiative and creativity. Must be able to determine priorities and have the ability to work independently with minimal supervision.

Proficiency with Microsoft Office 2010, Outlook, and familiarity with M-Pathways; Publisher, PowerPoint, databases; possess willingness to learn new equipment and software through utilization of available training resources. Must be detail oriented, flexible, and dependable.

Desired Qualifications*

Executive administrative experience in a university setting

Knowledge of University policies and procedures

Work Schedule

Monday - Friday 8:30am to 5:00pm

Work Locations


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.

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.

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.

Job Detail

Job Opening ID


Working Title

Administrative Assistant Sr

Job Title

Admin Asst Sr Healthcare

Work Location

Ann Arbor CampusAnn Arbor, MI

Full/Part Time




FLSA Status


Organizational Group

Medical School


Research - Clinical Trials

Posting Begin/End Date

3/20/2017 – 3/27/2017

Career Interest


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