Administrative Assistant

The Administrative Assistant is responsible for the efficient daily operations of the Chair’s office for the medical and surgical disciplines. The person will support the administrative function of Saginaw-based clinical trials as needed. The incumbent will provide essential services to the Departments facilitating the smooth and efficient operation of departmental activities in a manner consistent with the Department goals and objectives. The Administrative Assistant manages confidential records and provides administrative support to the Medical and Surgical Chairs.  The Administrative Assistant is equally accountable to both Discipline Chairs.

The individual selected will be an organized, dynamic self-starter who will coordinate the routine and ad hoc medical education functions, events, presentations and reviews that are inherent in the oversight described above.  The position requires a high degree of professionalism, responsiveness, and attention to details, as well as the ability to handle/process confidential matters appropriately.   In addition, the applicant will have a proven ability to be task and results oriented as multiple priorities are handled.   

• Assist the Chairs in meeting the teaching, research, outreach and advancement activities/goals of the Department;
• Ensures the effective functioning of the Chair’s office through meeting management, document creation/management and travel arrangements; keeps Chair apprised of priorities and urgent matters requiring immediate attention;
• Manage and track faculty Continuing Medical Education (CME) requests and approvals;
• Coordinate and schedule semi-annual and annual faculty evaluations for Chairs;
• Assist with coordination of medical students letters in respective disciplines
• Supports the chairs efforts on policies and procedures related to faculty recruiting (CV reviews and scheduling interviews),and appointments;
• Create and maintain a confidential database to track faculty career milestones (tenure, promotion, merit, leaves, committee membership, teaching records etc.)
• Provide administrative support for program reviews including requesting data and preparing and summarizing statistical reports;
• Coordinate with staff from the faculty development office in identifying speakers for grand rounds and other events.
• Prepare minutes for relevant Committees and distribute the minutes to the committee members.
• Coordinate bookings for departmental events (rooms, audiovisual, catering etc.)
• Coordinate travel arrangements for faculty hires in collaboration with Human Resources.
• Assist with strategic projects under the direction of Chairs
• Planning special projects or events either departmentally or organization specific, requiring organization and planning.
  • Lead efforts to plan, schedule and follow through on projects in a timely and efficient manner
  • Assist in preparation of annual operational office budget
  • Conduct research and feasibility studies for new or ongoing projects related to Chair responsibilities
  • Prepare annual and quarterly reports summarizing programs progress

REQUIRED EDUCATION AND EXPERIENCE:

1. Undergraduate degree or equivalent combination of education and/or experience, ideal candidate holds a Masters
2. 3+ years of senior administrative experience in an academic environment is preferred
3. Experience working in an academic department is preferred
4. Experience interpreting university policies and procedures is an asset
5. Must have excellent, well-developed written and verbal communication skills, excellent interpersonal skills, and a professional demeanor.

KNOWLEDGE/SKILLS/ABILITIES:

1. Demonstrate a high level of professionalism representing the Department both within and external to the organization and handle situations with tact and diplomacy
2. Ability to exercise good judgment and discretion and work independently with minimal supervision within a fast-paced, deadline driven, multi-tasking environment
3. Proven high-quality customer service interactions with faculty, staff and residents
4. Excellent working knowledge of the Microsoft Office Suite, Outlook Calendar, SharePoint, Adobe, and Teams

CMU is an AA/EO institution, providing equal opportunity to all persons, including minorities, females, veterans, and individuals with disabilities.