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Executive Assistant Assoc Hlth

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.

Job Summary

The Department of Psychiatry at Michigan Medicine is seeking an experienced and highly motivated Executive Assistant to provide comprehensive administrative support to the Department Chair and the Chief Department Administrator (CDA). This executive-level support position requires superior organizational, communication, and problem-solving skills, as well as the ability to maintain professionalism and confidentiality in a fast-paced, multifaceted academic medical environment. The Executive Assistant will proactively manage complex calendars, communications, and departmental initiatives, and serve as a key liaison to a wide range of internal and external stakeholders.

Responsibilities*

Executive Level Administrative Support

+ Act as a trusted partner, managing the day-to-day administrative needs of the chair and chief department administrator

+ Independently prioritize and coordinate complex calendars, domestic and international travel, expense reimbursement, and meeting arrangements

+ Prepare, compile, and distribute agendas, presentations, and briefing materials for meetings and events

+ Draft, edit, and proofread high-level correspondence, reports, presentations, and talking points

+ Organize logistics for department-wide events, faculty retirement celebrations, executive searches, and leadership initiatives

+ Support calendar coordination and material distribution for things such as merit meetings between the Chair, Faculty Leaders, and administration leadership for things such as annual reviews, budget planning, and other seasonal calendar needs involving multiple departmental leadership personnel

Project Management & Office Coordination

+ Lead or coordinate special projects and initiatives as assigned, including process improvement and strategic planning efforts

+ Coordinate and provide administrative support for departmental leadership meetings (e.g. Associate Chairs, Psychiatry Senior Leadership Council, Town Hall meetings, etc.)

+ Track and follow up on action items, ensuring timely completion and accountability across administrative functions

+ Serve as the primary point of contact for facility, technology, or operational needs specific to the Chair's office.

Communication & Liaison

+ Serve as a central liaison between departmental leadership, faculty, staff, university administrators, external partners (philanthropic, clinical, and community organizations), and national professional groups

+ Represent the Chair's office at meetings and on committees when requested

+ Support activities and event planning related to national and internal programs, such as Chair hosted events and oversee the Quality Improvement Award Program and Research Fellows Award Program.

Required Qualifications*

+ High School Diploma

+ 5 years of relevant professional experience, preferably in an academic or medical environment

+ Demonstrated excellence in written, verbal, and interpersonal communication

+ Advanced proficiency with Microsoft Office Suite (Work, Excel, PowerPoint, Outlook, etc.), virtual conferencing platforms (Zoom, Teams, etc.), Qualtrics (or other survey building suites), Google Forms, and the ability to learn new systems as needed

+ Strong organizational skills; demonstrated ability to manage multiple tasks and deadlines simultaneously

+ Detail-oriented, with a high degree of discretion in handling sensitive and confidential matters

+ Ability to work both independently and collaboratively within a large, complex organization

Desired Qualifications*

+ Experience in higher education, healthcare, or academic medicine

+ Familiarity with University of Michigan policies, procedures, and technological systems

+ Experience supporting faculty and leadership in a medical department setting

+ A flexible and can-do attitude

+ A bachelor's degree

Work Schedule

This work will primarily take place during normal business hours Monday - Friday. However, occasional early morning, evening, or weekend work may be required to support key initiatives and events.

Work Locations

This position will be based on-site in Ann Arbor, MI and may offer flexibility for hybrid work, subject to the needs of the department.

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 thework modes (https://hr.umich.edu/working-u-m/my-employment/ways-we-work-resource-center/ways-we-work-implementation-group/modes-work) .

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.

In addition to the screenings indicated above under Michigan law, a criminal history check including fingerprinting is required as a condition of transfer or employment for this position.

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.

Job Detail

Job Opening ID

269622

Working Title

Executive Assistant Assoc Hlth

Job Title

Executive Assistant Assoc Hlth

Work Location

Ann Arbor Campus

Ann Arbor, MI

Modes of Work

Hybrid

Full/Part Time

Full-Time

Regular/Temporary

Regular

FLSA Status

Nonexempt

Organizational Group

Medical School

Department

MM Psychiatry Admin-Central

Posting Begin/End Date

10/10/2025 - 10/24/2025

Career Interest

Administration