<p>How to Apply</p> <p>A cover letter is recommended. Cover letters should include specific skills and experience that pertain to the position as well as reasons for your interest in the position.</p> <p>Health Information Technology and Services (HITS) has 850+ employees and plays an integral role in the success of Michigan Medicine by providing clinicians, educators, researchers, students, and staff with technology-related information, products, services, and support. HITS also provides institutional expertise related to IT strategy, security, infrastructure, and resource management. Michigan Medicine employs over 29,000 staff at The University of Michigan Health System and Medical School.</p> <p>Job Summary</p> <p>Provide Administrative support to divisional leadership in HITS. You will report directly to the Business Manager in Finance & Administration and work with a team of other Administrative Assistants within HITS.</p> <p>You will work closely with leaders and team members to coordinate and implement the administrative activities of the department by performing highly responsive and sometimes confidential duties. You will ensure the smooth functioning of administrative needs through coordinating many important activities. You will work collaboratively with administrative assistant peers across the organization.</p> <p>Responsibilities*</p> <ul> <li>Organization: Demonstrate the ability to manage time and prioritize tasks in a fast paced, changing environment through frequent interruptions. </li><li>Communication: Communicate with employees, internal and external customers, visitors and representatives at all organizational levels. </li><li>Purchasing: track purchases in partnership with HITS finance to ensure office functionality including ordering office supplies through Marketsite; using PCard including tracking and reconciling monthly charges; Using ServiceNow to place purchase orders. </li><li>Calendar Management: Provide calendar and time management support to leadership you are assigned to, as well as providing back-up support to the Administrative Assistant for the Senior Directors in two divisions in HITS. Prioritize and respond to calendar requests and plan accordingly. As requested, for leadership, schedule meetings, manage calendar invitations, find and reserve meeting rooms, prepare meeting rooms, and arrange for equipment and other meeting needs as necessary. Act as liaison in zoom and other virtual platforms. </li><li>Event Coordination: Plan and coordinate events, including leadership and staff activities, working with venues within and outside the University to reserve space, catering, audio-visual, and other needs. </li><li>Travel Arrangements: Manage the development of itinerary flight schedule and reservations, ground transportation, hotel accommodations, conference registrations and other applicable arrangements and completion of travel expense reports. </li><li>Meeting Support: Help execute meetings, prepare/distribute agendas, minutes, track action and pending items and coordinate follow-up activities. Prep room in advance of meetings if needed, obtain and place refreshments in the room, and arrange zoom or Microsoft Teams meetings. </li><li>HITS HR Liaison: Help with recruiting logistics and activities as requested such as schedule phone interviews with candidates, coordinate all in-person logistics such as schedule interview dates and times, coordinate availability with interviewers and candidates, create interview itineraries, provide directions to candidates, meeting and escorting candidates to and from interview rooms, and other support. </li><li>Timekeeping coordination for leadership in your area as needed. Support onboarding and offboarding activities for leadership you support. </li><li>Professional Development: Continually learn and grow in your role. This could include: on-the-job training, attend relevant courses and conferences, reading or other research. Share this knowledge with others as relevant. Being proactive in identifying growth opportunities in and out of the UM community. </li><li>You will have other responsibilities as assigned. </li></ul> <p>Required Qualifications*</p> <ul> <li>A minimum of 5 years of experience in an administrative support capacity </li><li>High School Diploma or equivalent </li><li>Demonstrated extensive experience with electronic calendaring and collaboration tools such as zoom and teams </li><li>Demonstrated proficiency in Microsoft tools (Outlook, Word, Excel, PowerPoint, Visio), Google applications or similar office productivity tools </li><li>Exceptional interpersonal skills and a team player attitude </li><li>Ability to manage priorities and deadlines </li><li>Excellent communication skills </li><li>Experience and ability to create grammatically correct, accurate letters, memos, reports, and presentations. </li><li>Demonstrated attention to detail, professional demeanor and presentation are necessary </li></ul> <p>Desired Qualifications*</p> <ul> <li>Familiarity with providing information technology administration and support </li><li>Familiarity with policies and practices of working in a healthcare environment </li><li>Familiarity with policies and practices of working in a higher education environment </li><li>Demonstrated proficiency in Concur or similar travel and expense management software </li><li>Experience with event coordination and planning </li></ul> <p>Work Locations</p> <p>This position is being made available as a hybrid position, with the ability for you to negotiate alternative work schedules and remote/on-site options to suit your work-life balance. This position requires some in person days that are scheduled to support the leaders in HITS, and to be on-site with your team. The on-site location for this position is in Ann Arbor. Apply to be part of a strong team that partners with our institution, community, and each other.</p> <p>Modes of Work</p> <p>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 the work modes</p>