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Job Summary

This position is a member of the Office of the Chief Human Resources Officer (CHRO). The person in this role will provide administrative support and report directly to the Chief Human Resources Officer for Michigan Medicine.

The ideal candidate will have the ability to manage complex meetings scheduling for the CHRO involving Michigan Medicine leadership team members and external stakeholders, while maintaining a high level of accuracy, efficiency, and customer service. This position will also support the crafting of internal communications and presentations on behalf of the CHRO and will be expected to handle matters of a confidential or sensitive nature appropriately. This position serves a critical coordination role for the CHRO?s meeting schedule as it relates to strategic development, operational oversight, and budgetary accountability.

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*

Executive Support:

• Provide advanced, diversified, and confidential executive support, requiring broad and comprehensive experience, including coordinating with Michigan Medicine and University of Michigan offices, employees, leadership, faculty, students, and staff.
• Respond and act on behalf of the CHRO in the monitoring and follow-through of HR projects and initiatives for timely completion.
• Exercise independent decision-making in interpreting, communicating, and applying university and HR policies and procedures in performing daily duties.
• Support official functions/events hosted by the CHRO and HR leadership team.
• Provide administrative support for executive meetings and HR leadership sessions.
• Handle incoming and outgoing mail with attention to confidential personnel matters.
• Screen incoming phone calls, particularly those involving sensitive HR issues.

Calendar and Travel:

• Manage the CHRO's calendar by creating and organizing appointments systematically as well as responding to calendar inquiries, internally and externally, helping to prioritize HR commitments and strategic initiatives.
• Provide critical background information to the CHRO prior to meetings, ensuring the CHRO has necessary context on meeting goals, participants, and relevant HR matters.
• Facilitate the scheduling of virtual and in-person meetings with multiple attendees with challenging schedules by communicating timely and providing logistical support such as agendas, AV, PowerPoint slides, and meeting materials for HR leadership meetings, employee relations sessions, and strategic planning discussions.
• Manage travel arrangements, prepare itineraries, and process travel reimbursements for HR conferences, university meetings, and professional development activities.
• Reconcile PCard(s) in the University's Concur system.

Communications and Project Coordination:

• Engage in HR project work as needed, act as the administrative lead, and have actionable knowledge of major HR initiatives and university-wide human resources programs.
• Manage the flow of issues, projects, and problems requiring either near-term responses or anticipatory preparations related to the CHRO's HR initiatives and strategic priorities.
• Write, edit, or coordinate the creation of select communications on behalf of the CHRO, including HR announcements, policy updates, and employee communications.
• Support the crafting of internal HR communications by preparing drafts and proposing edits as needed for employee newsletters, policy memos, and organizational updates.
• Assist with various correspondence, including those of a sensitive and confidential nature related to personnel matters, employee relations, and HR investigations.
• Access and/or maintain relevant HR distribution lists and employee communication channels.
• Other duties as assigned.

Administrative Lead:

• Assist in the coordination of administrative support throughout the HR office to deliver quality and proactive service to the university community.
• Serve as a professional representative of the HR office to both internal and external communities, maintaining confidentiality and professionalism in all HR-related interactions.
• Create and maintain procedures and electronic storage to promote efficient work and ensure compliance with HR record-keeping requirements.
• Contribute to the planning and implementation of HR events, employee town halls, benefits fairs, professional development sessions, and HR team meetings.
• Assists with designing, editing, and reviewing presentation materials for content, grammatical, and/or presentation style correction, ensuring that deadlines are met and all materials required are correct and assembled

Required Qualifications*

• Minimum of 7-10 years progressively responsible administrative work experience.
• Excellent interpersonal skills with the ability to interact with diverse people both within and outside of Michigan Medicine, and at different levels of the institution, including executive officers, high-level administrators, faculty, staff, students, and external partners.
• Outstanding judgment in the handling of confidential materials and situations with sensitivity and discretion.
• Excellent attention to detail and demonstrated organizational, interpersonal, oral, and written communication skills.
• Ability to be proactive and to prioritize among competing demands
• Ability to work both collaboratively and independently, achieve high performance goals, and meet deadlines in a fast-paced and quickly changing environment.
• Successful work history demonstrates either effective process management or management of multiple complex tasks.
• High level of proficiency in Microsoft Office, Google Suite, and Concur.

Desired Qualifications*

• Bachelor?s degree or equivalent combination of education and experience with a minimum of 7-10 years of progressively responsible administrative experience.
• High-level administrative support experience in an academic medical setting.
• Flexibility and willingness to learn new content/skills
• Familiarity with University policies and procedures.
• Familiarity with University systems.

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.

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

This posting may be removed from the job board and filled at anytime.

U-M EEO Statement

The University of Michigan is an equal employment opportunity employer.