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

Job Summary

This position will provide professional administrative support to several clinical faculty and fellows in the Department of Ophthalmology and Visual. This position requires excellent multi-tasking and problem-solving skills as well excellent teamwork.


  • Type/transcribe patient letters, recommendation letters, letters of medical necessity and other items as needed

  • Coordinate complex travel arrangements, process travel and hosting reports

  • Assist seminar speakers in making travel arrangements, processing honorariums and reimbursements, prepare itineraries, advertise seminars – including sending out email notices and posting flyers. May include tracking registrations, communicating with attendees, producing meeting presentation packets, scheduling hotels and conference rooms, generating name tags, etc.

  • Maintain calendars for multiple faculty, including Who’s Off departmental calendar

  • Facilitate patient communications and patient care, working with the clinical clerical team

  • Organize meetings, prepare Power Point presentations, edit images for presentations/publication as well as prepare and organize material, agendas, and minutes for various meetings as needed

  • Work closely with multiple department teams involving finance, clinical care, research, marketing, development and education

  • Schedule complex meetings with several members as well as arrange for conference rooms. This may include the scheduling of training sessions and retreats, which will require coordination with multiple physicians across the Health Center

  • Coordinate and develop the Cornea Clinic on-call schedules with faculty, fellows and residents

  • Work closely with the Ophthalmology Medical director in Grand Blanc to help build the practice by calling family practices to make appointments and obtain referrals and other duties as needed

  • Maintain CVs in multiple formats

  • Reconcile several PCard statements as well as travel reimbursement utilizing Concur

  • Understanding publishing protocols and edit manuscript references

  • Collect, sort and distribute mail

  • Answering phone calls and transferring them to the appropriate person/clinic

  • Provide all reasonable administrative support for the faculty and fellows

  • Traditional administrative assistance including copying, faxing, scanning, printing, answering phones, etc.)

  • Provide backup support to other administrative assistants and faculty as needed

  • Respond to inquiries of highly sensitive and confidential material

  • Coordinate global visitors/observers/faculty/fellows/medical students;arrange housing, arrange clinic ad OR schedules.

  • Coordinate and host events;here and worldwide

  • Coordinate faculty travels for meeting and events

  • Work with faculty, GME, and ECFMG to arrange International Fellowships

  • Coordinate resident and fellow training programs worldwide

  • Draft MOU's and legal agreements

  • Work closely with UM Global REACH faculty

  • Other duties as assigned by faculty and supervisor

Required Qualifications*

  • High school diploma or equivalent and a minimum of 2 years of experience required

  • Excellent computer skills

  • Outstanding organizational, written and verbal skills with a strong customer focus

  • Must be detailed oriented with the ability to prioritize and manage multiple tasks with competing deadlines as well as work effectively with frequent interruptions

  • A high degree of creativity, initiative and resourcefulness in required

  • Candidate must be able to demonstrate and/or provide examples of the following:

  • Teamwork – Collegiality and collaborative skills

  • Caring/Compassion – Exceptional service to all customers, respect to all you interact with during the workday

  • Innovation – Open to changes and challenges to meet the goals/vision of KEC

  • Integrity – Trust, respect and honesty; awareness and adherence to UMHS/KEC policies and procedures

  • Must be able to maintain highly confidential information and use excellent judgement on a variety of sensitive subjects

Desired Qualifications*

  • Experience working in a team-oriented atmosphere and able to manage a fast-paced work environment with the ability to promote professional relationships within a team

  • Minimum of 4 years recent administrative and secretarial experience preferred

  • Flexibility to occasionally work outside the normal business hours

  • Concur, Procrurement and MiChart knowledge preferred

  • Ophthalmology terminology preferred

Work Schedule

Hours/Week:40 hours/week

Days: Monday through Friday

Hours: 8:00 a.m. to 5:00 p.m.

Additional Information

Previous posted under #131134 additonal duties added.

Background Screening

University of Michigan Health System 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

The University of Michigan Health System 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

Service Coordinator/Administrative Assistant Intermediate Hlth

Job Title

Admin Asst Inter Healthcare

Work Location

Ann Arbor CampusAnn Arbor, MI

Full/Part Time




FLSA Status


Organizational Group

Medical School


Ophthalmology & Visual Science

Posting Begin/End Date

10/14/2016 – 10/28/2016

Career Interests

AdministrationOphthalmology / Visual Sciences

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