Michigan Medicine, based in Ann Arbor, Michigan, is part of one of the world’s leading universities.

Michigan Medicine is a premier, highly ranked academic medical center and award-winning health care system with state-of-the-art facilities. Our vision is to create the future of health care through scientific discovery, innovations in education, and the most effective and compassionate care. 

We want to be the leader in health care, health care reform, and biomedical innovation.

Michigan Medicine includes the U-M Hospitals and Health Centers; the U-M Medical School and its Faculty Group Practice; one of the nation's largest biomedical research communities; and education programs that train thousands of future health professionals and scientists each year. We were formerly known as the University of Michigan Medical Center; today that term applies generally to the collection of buildings on our main medical campus in Ann Arbor. 

We have a close partnership with the U-M School of Nursing and other health sciences schools at U-M. Through  the Michigan Health Corporation, we are able to form partnerships outside of our University.

Industry: Hospitals and Health Care
Company Size: 10,001+ employees

Michigan Medicine

Savvy Admin PROD

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.

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.

**Job Summary**

We're looking for a senior level administrative assistant who genuinely enjoys the academic side of medicine, the details, the structure, the organization, and the satisfaction of getting it exactly right.

This role sits at the center of our faculty's academic and professional work, specifically supporting CV development, Elements maintenance and scholarly documentation, with additional focus on high-volume procurement and reimbursements. It's a unique blend of transactional coordination and detail-oriented academic support ideal for someone who thrives in both worlds.

Our team culture matters a lot to us! We?re collaborative, supportive, and intentionally low on chaos. We help each other out, we communicate openly, and we take pride in the work we do without taking ourselves too seriously.

This position is part of a newly designed support model that allows clinical administrative staff to focus on operations, while this role leads our academic and professional workstream. You'll partner closely with faculty, leadership, and administrative teammates to keep things moving smoothly and accurately.

We are primarily remote, with occasional in-office time at our Burlington location - conveniently off the main medical campus, with easy parking and a quieter, more flexible work environment. Join us!

**Summary**

Provides centralized support for faculty academic, professional development, and research-related administrative activities within the Department of Physical Medicine & Rehabilitation.

This role manages work categorized as academic in nature, including faculty CV maintenance, procurement, reimbursement, research and scholarly support, and legal activity coordination. The position works closely with faculty, administrative clinical staff, and departmental leadership to ensure accurate documentation, timely processing of professional activities, and compliance with institutional requirements.

Responsibilities*

**Academic Record & CV Management**

- Maintain and update faculty CVs in accordance with Medical School formatting requirements.

- Perform regular updates and maintenance within the Elements faculty activity reporting system.

- Assist faculty with documentation of scholarly activity, publications, presentations, and professional service.

- Coordinate collection of materials required for academic promotion and review processes.

**Procurement Assistance**

This role will serve as the primary administrative resource for faculty procurement activities and will manage a high volume of purchasing transactions related to academic, research, and professional operations.

- Coordinate the ordering and procurement of goods and services required for faculty academic, research, and professional activities, including technology, supplies, professional materials, and other approved purchases.

- Initiate and process purchases using appropriate university procurement methods such as Marketsite+ and PCard transactions in accordance with university guidelines.

- Identify and utilize approved university strategic suppliers and contracted vendors when sourcing goods or services.

- Monitor and track purchase orders, delivery timelines, and order fulfillment to ensure goods and services are received accurately and on schedule.

- Assist faculty and departmental leadership in navigating procurement processes and selecting the appropriate purchasing method for goods or services.

- Track procurement activity and maintain organized records for departmental purchasing transactions.

**Reimbursements & Academic Expense Coordination**

- Process reimbursements related to professional development, travel, and academic activities.

- Assist faculty with reimbursement documentation and submission requirements.

- Maintain records of professional development expenditures and funding balances.

**Professional Development & CME Administration**

- Coordinate conference registrations, membership renewals, and related professional activities as requested.

**Scholarly & Research Support**

- Assist clinical faculty with preparation of biosketches and academic documentation required for grants or collaborations.

**Legal, Deposition, and Subpoena Coordination**

- Coordinate administrative aspects of legal inquiries involving faculty, including depositions, subpoenas, legal meeting coordination, billing for legal activities.

- Serve as liaison with institutional legal team to ensure proper documentation and scheduling

- Track legal requests and assist with billing documentation when required.

**Departmental Workflow Coordination**

- Serve as the primary administrative contact for academic workstream requests submitted through departmental intake channels.

- Collaborate with clinical administrative pod staff to ensure requests are routed appropriately between operational and academic workstreams.

**Collaboration & Communication**

- Work closely with the Department Administrative Manager to monitor workload distribution and address complex or escalated requests.

- Collaborate with administrative pod staff to ensure seamless support for faculty needs.

- Participate in departmental administrative meetings and process improvement initiatives.

Required Qualifications*

Senior Level: Bachelor's degree and a minimum of two (2) years of administrative experience supporting academic, research, or professional activities OR four (4) or more years of administrative experience in an academic medicine or higher education environment.

Open to underfill as Administrative Assistant Intermediate Healthcare with required qualifications of high school education or equivalent and two to four years of administrative experience in an academic medicine or higher education environment.

**Key Competencies**

- Strong organizational skills with the ability to manage documentation, track detailed information, and maintain accurate records.

- Experience coordinating complex requests and activities across multiple stakeholders in a fast-paced environment.

- Strong attention to detail and documentation accuracy.

- Ability to manage multiple deadlines and requests simultaneously.

- Excellent written communication and organizational skills.

- Collaborative approach to problem solving and workflow coordination.

Desired Qualifications*

- Experience working in an academic medical center environment.

- Familiarity with faculty activity reporting systems (e.g., Elements, Marketsite+).

- Experience supporting academic promotion processes.

- Experience coordinating academic reimbursements and professional development funding.

Why Join Michigan Medicine?

Michigan Medicine is one of the largest health care complexes in the world and has been the site of many groundbreaking medical and technological advancements since the opening of the U-M Medical School in 1850. Michigan Medicine is comprised of over 30,000 employees and our vision is to attract, inspire, and develop outstanding people in medicine, sciences, and healthcare to become one of the world's most distinguished academic health systems. In some way, great or small, every person here helps to advance this world-class institution. Work at Michigan Medicine and become a victor for the greater good.

**What Benefits can you Look Forward to?**

- Excellent medical, dental and vision coverage effective on your very first day

- 2:1 Match on retirement savings

Modes of Work

Positions that are eligible for hybrid or mobile/remote work mode are at the discretion of the hiring department. Work agreements are reviewed annually at a minimum and are subject to change at any time, and for any reason, throughout the course of employment. Learn more about the work modes.

Work Schedule

Monday-Friday 8-5

Work Locations

Combination of remote and in-person work at 325 E. Eisenhower Pkwy, Ann Arbor, MI

Underfill Statement

This position may be underfilled at a lower classification depending on the qualifications of the selected candidate.

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 Statement

The University of Michigan is an equal employment opportunity employer.

Administrative Assistant Senior/Intermediate Healthcare

Find Administrative Assistant jobs in Ann Arbor, MI with Savvy's AI Recruiter. Browse opportunities from top companies and get matched with roles that match your skills using our intelligent recruitment system.