Executive Assistant for the Chief Clinical Officer

University Of Michigan - Ann Arbor, MI

Full-time - Entry Level

Remote - Ann Arbor, MI

10,001+ employees

Educational Services

About the position

The Executive Assistant for the Chief Clinical Officer (CCO) at Michigan Medicine plays a pivotal role in providing comprehensive administrative support to the CCO, who is a senior-level actively practicing physician. This position requires a strong understanding of clinical operations to effectively manage daily clinical needs and facilitate communication between the CCO's office and various internal departments. The ideal candidate will demonstrate professionalism, confidentiality, and ethical conduct in all interactions, embodying the values of Michigan Medicine. In this dynamic role, the Executive Assistant will be responsible for managing complex calendars, arranging travel, and preparing business meeting materials. The assistant will serve as the main point of contact for senior management across the University of Michigan Health System (UMHS) and will liaise with faculty and staff within the C&W hospital, including providers, nursing staff, and medical assistants. The position requires the ability to research, prioritize, and follow up on sensitive issues addressed to the CCO, ensuring that appropriate actions are taken in a timely manner. Additionally, the Executive Assistant will handle financial responsibilities such as reconciling the CCO's P-Card, generating purchase orders, and compiling ad hoc reports that may include narratives, charts, and presentations. This role strikes a balance between clerical and administrative excellence, requiring diplomacy, tact, and a keen focus on customer service. The successful candidate will be expected to work independently while also collaborating effectively within a team environment.

Responsibilities

• Lead administrative support for the office of the CCO, under the direct supervision of the Chief Clinical Officer.
• Demonstrate a strong understanding of clinical operations to execute and facilitate daily clinical needs for a senior level actively practicing physician.
• Maintain professionalism and confidentiality in all interactions, exemplifying Michigan Medicine and Hospital ideals.
• Provide a bridge for smooth communication between the CCO office and all internal departments, maintaining credibility and trust with senior management staff.
• Act as a liaison for the office of the CCO with faculty and staff working within the C&W hospital, including providers, mid-levels, nursing, and medical records.
• Research, prioritize, and follow up on incoming issues and concerns addressed to the CCO, including sensitive or confidential matters.
• Manage complex calendaring for the CCO and serve as the main point of contact for senior level management across UMHS.
• Arrange travel and prepare business meeting materials for the CCO, ensuring all details are communicated prior to trips.
• Encumber expenses and maintain receipts for purchases on a monthly basis, resolving any discrepancies with the CCO.
• Reconcile the Chief Clinical Officer's P-Card and generate various University standard business documents, including purchase orders and travel reports.
• Compile ad hoc reports, including narratives, charts, graphs, and presentations under the direction of the CCO.

Requirements

• Bachelor's degree in business administration or related field, or a combination of education and experience.
• At least 2 years of progressively complex administrative assistant experience.
• Proficiency in word processing, spreadsheets, and databases.
• Strong analytical, verbal, written communication, and interpersonal skills.
• Skilled in organization and attention to detail.
• Keen focus and priority on customer service.
• Demonstrated ability to handle multiple items simultaneously and produce high-quality work in a timely and efficient manner.
• Experience in handling confidential information efficiently and professionally.
• Ability to work in a team environment and build trust with colleagues, staff, and faculty.
• Ability to work independently and self-initiate tasks.

Nice-to-haves

• Knowledge of University and Department of Internal Medicine policies, procedures, and regulations.

Benefits

• Excellent medical, dental, and vision coverage effective on the first day of employment.
• 2:1 match on retirement savings.