Executive AssistantApply NowHow to ApplyA 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.SummaryThe newly formedStanley and Judith Frankel Institute for Heart and Brain Health (https://medresearch.umich.edu/labs-departments/centers/frankelihbh) (Frankel IHBH) will bring current and new U-M researchers together to unravel the biological mechanisms that the heart and brain have in common, as well as how these organs signal to each other and impact clinical outcomes. The Frankel IHBH led by Dr. Tony Rosenzweig, is seeking a highly qualified Executive Assistant to provide executive- level administrative support to support the Institute. The Executive Assistant will work in partnership with Frankel IHBH leadership and staff to help ensure that the Institute is a welcoming, productive, and collaborative environment. The ideal candidate will have the ability to manage complex scheduling needs while maintaining a high level of accuracy, efficiency, and customer service. In addition, the ideal candidate will have strong communication skills, both written and verbal, and the ability to support multiple projects simultaneously.This position will report to the Institute's Managing Director.Frankel IHBH is firmly committed to advancing inclusion, diversity, equity, accessibility, and belonging, which are core to the culture and values of U-M and Michigan Medicine. We strive to create a work culture where each team member feels respected, valued, and safe, and support a culture of inclusion and equity throughout the organization.Mission StatementIHBH's mission : Discovering the root causes of heart and brain disease, determining how these organs communicate with each other, and developing the treatments of tomorrow.Our vision : Our discoveries will propel life-changing new approaches to the prevention and treatment of heart and brain diseases.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.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.What Benefits can you Look Forward to?
Excellent medical, dental and vision coverage effective on your very first day
2:1 Match on retirement savings
ResponsibilitiesExecutive Assistant responsibilities will include, but are not limited to:
Provide advanced administrative support to the Institute Director including complex calendar management; drafting and prooing documents; managing priorities; preparing meeting agendas, materials, and minutes; preparing travel arrangements and reimbursements; hosting guests and serving as the face of the Institute.
Provide critical background information to the Director and Managing Director prior to meetings, ensuring necessary context on meeting goals and participants.
Provide high level support for all Institute meetings including scheduling, logistics, agendas, zoom links, meeting minutes and materials, and follow-up on action items.
Manage the flow of issues, projects, and problems requiring either near-term responses or anticipatory preparations related to the Director's initiatives.
Work closely with the Managing Director and other staff to develop and implement member engagement strategies and activities.
Coordinate and support visits from distinguished faculty and other high-level visitors. Compose letters, memos, emails, agendas, itineraries, and briefing documents as needed.
Exercise independent decision-making and interpreting, communicating, and applying university and unit policies and procedures in performing daily duties.
Greet visitors and triage inquiries received by email or web submissions.
Support the crafting of internal communications by preparing drafts and proposing edits as needed. Assist with various correspondence, including those of a sensitive nature.
Process general expenses, requisitions, PO's, quotes, hosting charges, etc. to ensure that all financial records are tracked and up to date.
Provide project coordination for the Institute's core administrative needs.
Assist the Director, and Managing Director with research-based administrative work which supports the institutes overall mission, such as placing orders, creating meeting invitations, reserving conference rooms for research events, assisting with faculty CV updates, obtaining signatures on forms, and assisting with the submission of position description and candidate hiring forms.
Support recruitment visits in conjunction with admin department by working in partnership to create itineraries, reserve conference rooms and A/V support for presentations and chalk talks, placing catering orders, and providing onsite support during the recruitment visit.
Support and assist in coordinating the IHBH research community engagement events.
Oversee all activities related to guest presenters for institute or sponsored seminars, recruitment, and education-related events, including communication and logistics.
Organize travel arrangements, compile receipts for reconciling select accounts, and submit PCard and other travel/hosting expenses using Concur and Shared Services Center as appropriate.
Facilitate scheduling of virtual and in-person meetings with multiple attendees with challenging schedules, communicating in a timely manner and providing logistical support such as agendas, AV, PowerPoint slides, and meeting materials, and taking meeting notes as needed.
Other duties as assigned by the Director and Managing Director to further support the mission and goals of the institute.
Required Qualifications
Minimum of 5 years of relevant administrative experience or combined relevant education and experience with demonstrated progression of administrative positions.
Successful work history demonstrating effective process management and management of multiple complex tasks.
Comfort working with new technologies.
Proficiency in Microsoft Office (Word, Excel, and PowerPoint), Concur, and Adobe Acrobat.
Desired Qualifications
Experience providing high level administrative support in an academic setting.
Familiarity with University policies, procedures, and systems.
The most important skills for this position include:
A flexible, customer service-oriented "can-do" attitude and willingness to work collaboratively.
Excellent interpersonal/people skills with the ability to interact and communicate with a diversity of people both in and out of the University, and at different levels of the institution.
Demonstrated ability to work independently, learn quickly, and meet deadlines in a fast-paced, quickly changing environment.
Attention to detail and demonstrated organizational, interpersonal, oral, and written communication skills.
Demonstrated ability to manage multiple assignments and projects with competing priorities and deadlines.
Excellent work ethic and positive demeanor.
Forward-planning skills, and the ability to efficiently and proactively prioritize and problem solve.
Demonstrated experience with planning in-person and virtual meetings, events, and seminars.
Work LocationsThis position will primarily need to be onsite but may be eligible for remote and/or flexible work opportunities at the discretion of the hiring department. The Frankel IHBH staff offices are in the North Campus Research Complex (2800 Plymouth Road, Ann Arbor) in a newly renovated laboratory building within steps of a multitude of research resources, easy access to collaborators, and shared facility amenities. Flexible work agreements are reviewed annually and are subject to change dependent on the business needs of the hiring department, throughout the course of employment.Background ScreeningMichigan 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.Application DeadlineJob openings are posted for a minimum of seven calendar days. The review and selection process may begin as early as the eighth day after posting. This opening may be removed from posting boards and filled anytime after the minimum posting period has ended.U-M EEO/AA StatementThe University of Michigan is an equal opportunity/affirmative action employer.Job DetailJob Opening ID248520Working TitleExecutive AssistantJob TitleExecutive Assistant Assoc HlthWork LocationAnn Arbor CampusAnn Arbor, MIFull/Part TimeFull-TimeRegular/TemporaryRegularFLSA StatusNonexemptOrganizational GroupMedical SchoolDepartmentMM Frankel Inst Heart&BrainPosting Begin/End Date5/01/2024 - 5/29/2024Career InterestAdministrationGeneral Office/Administrative SupportApply Now
