Dean's Office Specialist 235537 Jobs

How to Apply

A cover letter is required for consideration for this position and should be attached as the first page of your resume. The cover letter should address your specific interest in the position and outline skills and experience that directly relate to this position.

Summary

The Dean's Office/Office of the Executive Vice Dean for Academic Affairs (EVDAA) at the University of Michigan Medical School is seeking a qualified Dean's Office Specialist. This position serves as a member of the Dean's Office and directly reports to the Academic Chief of Staff (ACOS). In addition, this role works together with the Executive Assistant to the EVDAA to provide overall support to the administrative and operational functions of the Office of the EVDAA as well as the greater University of Michigan Medical School.

The ideal candidate for this position is a fast learner and collaborative team member, pays meticulous attention to detail, excels at working on multiple projects, thrives within areas of ambiguity, and adapts quickly to changing priorities. The candidate consistently meets or exceeds deadlines, remains dedicated to following tasks through to completion, and has demonstrated an aptitude for organization with a high level of accuracy, efficiency, and customer service.

Mission Statement

Michigan Medicine 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.

Responsibilities*

Strategic Support

• Coordinate and/or provide project support for defined projects or phases of larger projects; with the responsibility for the management, performance, and completion of multiple concurrent projects.
• Analyze disparate sets of information to advise on trends, concerns, and suggested measures to maintain standards and continued improvement.
• Plan and coordinate visits for faculty candidates, guest speakers, special visitors, symposia, and other events.
• Assist with creating, editing, and reviewing materials for content, grammar, and/or presentation style.
• Serve as the administrative lead for the planning and implementation of activities of defined groups and events in support of enterprise strategic priorities and initiatives.
• Track milestones, assist with task allocation and completion, and monitor budges and timelines to ensure project success.

Administrative Support

• Provide assistance and back-up coverage to the Executive Assistant to the EVDAA as well as other administrative roles, as necessary.
• Facilitate the scheduling of virtual and in-person meetings with multiple attendees and provide logistical (e.g., AV) and administrative support (e.g., preparation of materials).
• Document and maintain processes and procedures, inclusive of electronic storage, to promote efficient and accurate work.
• Perform advanced, diversified, and confidential administrative duties requiring outstanding interpersonal skills and independent judgment.

Other

• Perform other job-related duties as assigned.

Required Qualifications*

• Outstanding organizational skills with the ability to maintain flexibility and meet deadlines while working on competing priorities.
• Excellent interpersonal skills with the ability to interact with diverse people within and outside of the University, and at different levels of the institution, including executive officers, high-level administrators, faculty, staff, and learners.
• Ability to work collaboratively and independently to achieve high performance goals and meet deadlines in a fast-paced, rapidly changing environment.
• Proficiency in computer software including Microsoft Office, and the ability to quickly learn new software (e.g., Qualtrics, Dropbox).
• Proven ability to pay meticulous attention to detail, with strong proof reading and grammar skills, to consistently produce accurate work.
• Bachelor's degree, or equivalent combination of education and experience, with a minimum of five years of experience.
• Demonstrated ability to actively listen to identify and elevate the needs of diverse stakeholders.
• High degree of professionalism and use of sound judgment, discretion, and diplomacy at all times.
• Successful work history demonstrating effective process management or management of multiple complex tasks.

Desired Qualifications*

• Experience with project management software and working with survey administrative tools.
• Experience working successfully as a member of a support team for executives in an academic or healthcare setting.
• Familiarity with University of Michigan systems, policies and procedures.

Work Locations

This role may be hybrid with a combination of in-office and remote work, but does require in-office work at least three days a week.

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.

Vaccine Requirements

COVID-19 vaccinations are required for all students, faculty and staff working in the following areas: Michigan Medicine including the Medical School, Dental School, University Health Service or the Mary A. Rackham Institute. This includes those working remotely and temporary workers. More information on this new policy is available on the U-M Health Response.

U-M EEO/AA Statement

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