Administrative Assistant Senior

  • CHRT UM
  • Remote
  • Oct 07, 2021
Full time Admin-Clerical

Job Description

How to Apply

A cover letter and resume detailing relevant work experience is required for consideration. All applications must be submitted through the U-M job site.

Job Summary

We are seeking an experienced, self-motivated and customer service-oriented Administrative Assistant to coordinate daily office operations and provide administrative support to projects that involve all CHRT staff and external customers. The Administrative Assistant will report to the Administrative Specialist. A cover letter and resume detailing relevant work experience is required for consideration. All applications must be submitted through the U-M Careers site.

Who We Are

The Center for Health & Research Transformation (CHRT) inspires and enables evidence-informed policies and practices that improve the health of people and communities. CHRT’s revenue comes from a combination of corporate sponsorships, grants and contracts. 

Diversity, Equity and Inclusion

The Center for Health and Research Transformation seeks to recruit and retain a diverse workforce as a reflection of our commitment to Diversity, Equity and Inclusion. For more information about us, please visit www.chrt.org

Responsibilities*

50% General Project Administrative Support

  • Provide administrative support coverage to the CHRT Executive Director if Administrative Specialist is out of office.
  • Provide administrative support to CHRT projects by managing the meeting scheduling as well as communications with meeting organizers and external guests
  • Provide logistical support for meetings involving set up/tear down and catering ordering for group meetings with external guests and materials distribution (when staff returns to working in office)
  • Other duties as assigned

10% General Office Operations Support:

  • Responsible for primary administrative support to office operations by posting conference rooms printed schedule in advance daily, daily check of conference rooms upkeep, greeting visitors/walk-ins (for days in office)
  • Responsible for managing the scheduling of conference rooms by overseeing availability and communicating potential conflicts to staff (when staff returns to working in office)
  • Responsible for answering CHRT’s phone lines and planning for office coverage as needed
  • Responsible for office mail, copier/fax maintenance by communicating functionality issues to external vendors and staff  
  • Responsible for ordering office and kitchen supplies, phones, and computers, and maintaining all respective inventories
  • Provide Concur support by processing mileage reimbursements and reconciling P-Card transactions for team directors.
  • Execute procurement process for purchases and renewals for professional membership dues
  • Manage CHRT subscriptions
  • Manage all CHRT’s distribution lists process

20% Human Resources Support

  • Provide support to hiring searches by tracking resumes, scheduling interviews, and creating interview itineraries under the supervision of the Administrative Specialist.
  • Manage logistical pieces of on/off boarding of staff.  Includes requesting access to applicable systems, coordinating desk space, phone, and computer assignments, and coordinating CHRT orientation scheduling under the supervision of the Administrative Specialist.
  • Manage Human Resources transactional items, such as PARs and DBE changes
  • Organization chart update

20% Program Support

  • Provide administrative and event planning support to the CHRT Policy Fellowship program by working closely with the Fellowship lead analyst and proactively initiating arrangements and timelines.
  • Provide administrative and event planning support to the Washtenaw Health Initiative (WHI) and other major projects by working closely with project managers of each program.
  • Manage the development of itinerary flight schedule and reservations, ground transportation, hotel accommodations, conference registrations and other applicable arrangements
  • Completion of travel expense reports when applicable

Both full and part-time applicants will be considered.

Work Locations

Due to the COVID-19 climate, we are currently working remotely. If the selected candidate is not in/near the Ann Arbor area, there is the possibility to have this position be permanently or mostly remote when staff are allowed back in office. If in the area, this position will work from home most of their time, with some days in office.

Remote staff are provided with a monitor, laptop and related accessories. Office equipment such as desk, chair, and printer are not provided for remote work and staff must supply their own reliable internet access. Basic supplies such as paper and pens, are stocked at the business location and are available to remote staff for pick-up should they choose.

There may be occasions where the staff member will need to report the office in Ann Arbor, including meetings, training, computer or technology requirements, or to complete work that is not possible to handle remotely.

Background Screening

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.

Application Deadline

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.

U-M EEO/AA Statement

The University of Michigan is an equal opportunity/affirmative action employer.

U-M COVID-19 Vaccination Policy

COVID-19 vaccinations are now required for all University of Michigan students, faculty and staff across all three campuses, including Michigan Medicine.  This includes those working or learning remotely.  More information on this policy is available on the Campus Blueprint website or the U-M Dearborn and U-M Flint websites.

Qualifications

Required Qualifications*

  • High school diploma or an equivalent is necessary and more than four years of experience.
  • Experience with complex meeting scheduling is a must.
  • Outstanding organizational skills, attention to detail, and ability to relate to varied audiences.
  • Demonstrated customer service attitude with internal staff and external customers.  Excellent interpersonal skills a must.
  • Outstanding verbal and written communication skills are required.
  • Flexibility and ability to adjust and adapt to changes in project scope and position requirements.
  • Demonstrated ability to prioritize and manage multiple tasks with clear attention and diligence to project deadlines, requirements, and assignments.
  • Ability to work well both independently and within a collaborative team environment utilizing strong interpersonal skills.
  • Demonstrated ability to treat confidential and sensitive information in a discreet fashion.
  • Excellent computer skills including Microsoft Word, Excel, PowerPoint, Microsoft Outlook, Adobe Acrobat are required.

Desired Qualifications*

  • Creative problem solving is highly preferred.
  • Outlook, Zoom and Slack experience highly preferred