The Division of Acute Care Surgery, within the Section of General Surgery, is seeking a full-time Administrative Specialist Intermediate/Associate to provide administrative support to the Division Chief. The Division of Acute Care Surgery is a Level 1 Trauma and Burn Verified Center encompassing care for major trauma and burn patients as well as the management of emergency surgery and critical care services.
The Administrative Specialist Intermediate manages the administrative and operational activities of the Division of Acute Care Surgery and UMHS Trauma/Burn for the Acute Care Surgery Division Chief including a very complex and demanding schedule that integrates clinical and administrative responsibilities for the Division of ACS and its missions (clinical, education, research).
The Administrative Specialist Intermediate position provides highly responsible and professional administrative support for the Division Chief and Acute Care Surgery division on matters of a confidential nature, using sound judgement, dependability, flexibility, and discretion. This position finds new and efficient ways to create and maintain systems and processes to help maximize the Division Chief’s time, taking ownership of the Division Chief’s calendar, manage conflicting appointments using keen judgment, and streamline the Division Chiefs’ day-to-day, including daily reporting, goal setting, and meetings. Be a dependable partner with the ability to anticipate the Division Chief’s and overall Division needs to help meet goals and achieve priorities.
This position manages a fast-paced environment handling multiple and complex tasks for the Division Chief and Acute Care Surgery Division. Includes interaction and communication with individuals of all levels of the Medical School, Hospital, University and external customers. Liaison for the Acute Care Surgery Division Chief with administration of various offices and hospital department by understanding the priorities and role within the Division.
Coordinates all travel arrangements including air, hotel, and ground transportation, meeting agenda details, and information sources for various external meetings occurring several times a year, with the ability to coordinate multiple trips simultaneously paying close attention to detail to utilize both the time and resources available.
Assures the Division Chief is prepared for all appointments and events by researching, organizing, and preparing background information for meetings, based on judgement and knowledge of content. Coordinates numerous and complex meetings with the Division and/or with external national and international entities. May involve on-site or off-site locations as well as teleconferences. May be necessary to secure a location for the meeting and order meals.
Event planning for staff and division activities. Coordinate meetings and other hosted events as needed.
Prepare meeting/committee agendas, seeking input from other staff and faculty as needed. Manage recurring faculty meetings by preparing agenda topic requests, material handouts, presentation, guest speakers, and minutes. Maintain ‘action items’ for future meeting topics/presentations and maintain faculty assignment tracking with project management skills. Provide follow-up and logistical support as needed. Responsible for management and record-keeping of the ACS Faculty Monthly Call Schedules which includes five clinical services, two of which are Intensive Care Units. Coordinates and maintains the information and constantly assures correctness. Communicates with faculty, staff, and a global email listing, with changes, updates on a timely basis. Enter monthly call schedule assignments into the UMHS Paging System
Serves as staff support on various Committees, utilizing organizational and multi-taking skills to coordinate several task and projects at once. Ability to foresee details to ensure optimal outcomes by anticipating operational challenges and proactively seeking resolutions to avoid negative outcomes. Utilizes knowledge and skills of other within the Division for collaboration for effective outcomes.
Work with ACS Administrative Staff by providing oversight to optimize administrative service level responses and alignment with daily operational priorities. Direct staff as needed in addressing daily issues, changes, and priorities to assure adequate support of clinical, operational and emergency service needs.
Participate with senior faculty and/or staff in planning, developing and implementing new program initiatives for the Division’s educational, research and /or service activities.
Assist in preparation and editing of Power-Point presentations that may include charts and graphs. Support the administrative needs for grant proposals, as needed, for the Division Chief, which includes preparation and proofreading. Assist in manuscript preparation and reference insertion and copy right research.
Maintain CV and bio sketches for Division Chief.
Experience with AV equipment set up, maintenance, and appropriate follow up with UM HITS team as needed for repairs, upgrades, and functionality assistance.
Program Administrative duties include, but are not limited to:
Work directly with Division Chief to request faculty schedule requests, prepare, finalize and distribute the monthly call and paging schedules for attendings and includes coordination of schedules for mid-levels and residents. Manage a complex monthly call schedule for all ACS attendings which includes five Acute Care Surgery/Trauma Burn clinical and ICU services. Incorporate specific assignment criteria unique to each attending physician related to rank and calendar availability. Main cumulative spreadsheet of faculty ‘away dates’ as added mechanism of assigning clinical shifts. Enter each monthly service in the UH paging system. Continuously monitor with attention to detail call schedules and paging system.
Responsible for defined parts of projects or phases of larger projects to assist the Division Chief and Trauma Director including Division Annual Reports.
Initiate, develop, and maintain a Faculty Orientation manual for new and existing Faculty hires.
Initiate, develop, and maintain an Employee Orientation manual for new and existing administrative staff.
Internal website updates/maintenance for faculty and staff profiles, policies and procedures
Oversee the preparation, update and collection of data for annual faculty performance evaluation material.
Assist with preparation, collection and tracking of materials for Level 1 Trauma and Burn verification.
Bachelor’s degree in Public Administration, Healthcare, Business or similar field and five (5) years of directly related or equivalent combination of education and experience
Excellent oral and written interpersonal communication skills
Ability to exercise discretion and judgement in matters of sensitive or confidential nature
Considerable skill in Microsoft Office (Word, Excel, Access, and Power Point) in a PC environment.
Professionalism; outstanding attendance record and excellent work ethics.
Ability to manage multiple and competing priorities. Individual must be able to work with a variety of personalities. They must communicate effectively with customers and other team members.
The successful candidate will be self-motivate with excellent organizational skills and ability to multitask in a team environment. They must be able to prioritize tasks that will change on a daily basis.
High level of interpersonal and communication skills required along with the ability to problem solve issues without direct supervision.
Previous experience using independent thought processes to plan ahead, process information, maintain workflow and anticipate future needs of the team.
Self-starter, proactive, able to work independently with minimal direction, able to maintain confidentiality and handle matters discreetly.
Academic health system or medical center experience desirable.
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.
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: 177975
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.