This position will provide professional administrative support to several clinical faculty and fellows in the Department of Ophthalmology and Visual Sciences as well as providing support to the Department’s International Center. This position requires excellent multi-tasking and problem-solving skills as well excellent teamwork.
Type patient letters, recommendation letters, letters of medical necessity and other items as needed.
Coordinate complex travel arrangements, process travel and hosting reports. (Dr. Nelson: African countries at least once a year, Dr. Mian: East/Southeast Asia once a year)
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. (Monthly plastics service meetings; all conference presentations for Dr. Nelson)
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. (Service meetings for both Cornea and Plastics)
Maintain CVs in multiple formats.
Reconcile several PCard statements as well as travel reimbursement utilizing Concur. (Reconcile my PCard and Dr. Nelson’s PCard, Concur reports for faculty)
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 and OR schedules. (Help Donna with schedules when Plastics is involved.)
Coordinate and host events; here and worldwide
Coordinate faculty travels for meetings 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
Helping out on conferences/meetings at KEC with which Dr. Nelson is involved.
Yearly Oculoplastics dissection labs
Order items for Dr. Nallasamy’s lab
Help Dr. Cooney with MiSEPS related items (mostly annual meeting related)
Pay dues for all faculty
Increase in number and complexity of duties for Dr. Mian in his new position
Pay yearly dues/maintenance fees for Cornea and Oculoplastics fellowship programs (SFMatch: both & AUPO: Cornea)
Deal with minor IT issues that come up with faculty
Order any supplies faculty need
Plan and execute interview days for two fellowships (Cornea and Oculoplastics)
High School Diploma or equivalent and 2-4 years of experience
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 –Must be able to maintain highly confidential information and use excellent judgement on a variety of sensitive subjects
Minimum of 4 years recent administrative and secretarial experience.
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.
Flexibility to occasionally work outside the normal business hours.
Concur, Procurement and MiChart knowledge preferred.
Hours/Week: 40 hours/week
Days: Monday – Friday
Hours: 8:00 a.m. – 5:00 p.m.
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.
The Kellogg Eye Center seeks to improve lives through curing, preventing and treating eye disease.
Guiding Principles: Teamwork, Caring, Innovation, and Integrity
Job 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.
The University of Michigan is an equal opportunity/affirmative action employer.
Internal Number: 179127
About University of Michigan - Ann Arbor
A great university is made so by its faculty and staff, and Michigan is recognized as one of the best universities to work for in the country. The Michigan culture is known for engaging faculty and staff in all facets of the university to create a workplace that is vibrant and stimulating.For two consecutive years, the Chronicle of Higher Education has placed U-M in its "Great Colleges to Work For" survey. In particular, the university earns high marks for strong relations between faculty and administrators, a collaborative system of governance, strong pay and benefits, and a healthy work/life balance.