Admin Specialist Assoc Health

About the role

The Michigan Center for Translational Pathology (MCTP), situated within the Rogel Cancer Center at Michigan Medicine, is seeking a proactive and highly organized Administrative Specialist Associate Healthcare.

Responsibilities

• Recruitment, Personnel, and Record Keeping Support
• Support for MCTP recruitment, personnel updates, and record keeping support initiatives working closely with Center Director and Lab Manager.
• Career Development
• Coordinate recruitment logistics by supporting the development of job postings, scheduling interviews, and managing communication with candidates in collaboration with faculty and HR partners.
• Onboarding and Orientation
• Lead onboarding and orientation for new team members by collaborating with faculty, HR, and training leads, developing orientation schedules, and tracking completion of documentation and training to ensure a smooth and compliant transition.
• Immigration Documentation
• Lead the offboarding process for staff, students, and volunteers, including scheduling transition meetings, facilitating the return of equipment, terminating system access, and updating records to ensure a smooth and compliant departure.
• Maintain accurate and up-to-date personnel records, actively tracking contact information, work schedules, timesheets, and student work-study hours, as well as performance documentation, to ensure data integrity and compliance with institutional requirements.
• Administrative Office Support
• Serve as a point of contact for onsite support tasks such as printing, scanning, directing individuals to the appropriate person, setting up meetings, and troubleshooting minor administrative or technical issues to ensure smooth daily operations.
• Submit maintenance and facility service requests, follow up to ensure timely resolution, and communicate updates to affected faculty, staff, and students as needed.
• Monitor and manage office and breakroom supplies, anticipating needs and coordinating timely replenishment to maintain a well-equipped and efficient work environment.
• Oversee scheduling and maintenance of 5th floor Rogel Cancer Center conference room calendars in Microsoft Outlook. Coordinate bookings to avoid conflicts and ensure optimal room usage for meetings and events.
• Coordinate scheduling for MCTP's various meetings, including lab-wide discussions, research team meetings, and collaborative sessions.
• Support junior faculty in organizing research meetings and group discussions, coordinating scheduling, and logistics to ensure smooth execution and avoid scheduling conflicts.
• Ensure timely communication of meeting details and agenda materials to participants.
• Provide guidance and administrative support to faculty, staff, and students for preparing and submitting reimbursement requests in the University's expense system (Emburse), ensuring accuracy, compliance with university policies, and timely processing through coordination with administrative and finance offices.
• Event Planning and Center Activity Management
• Collaborate with the team to plan and coordinate a range of events, including seminars, celebrations, and networking activities, ensuring smooth execution and strong participation.
• Career Development
• Coordinate and oversee event logistics, including venue booking, catering arrangements, audiovisual setup, travel coordination for guest speakers, and preparation of event materials.
• In collaboration with faculty, staff, and external partners to ensure smooth and professional event delivery.
• Design, maintain, and regularly update the MCTP Well-being Activity Board with timely content, initiatives, and interactive features to promote staff wellness and foster community engagement.

Qualifications

• Bachelor's degree with a minimum of 1-2 years of administrative support experience in an academic setting or equivalent.
• Proficiency in Microsoft Office Suite and familiarity with university administrative systems.
• Excellent organizational skills and attention to detail.
• Strong interpersonal and communication skills, both written and verbal.
• Ability to work independently and as part of a team in a fast-paced environment.

Benefits

Michigan Medicine offers excellent medical, dental and vision coverage effective on your very first day, a 2:1 match on retirement savings, and modes of work that include hybrid or mobile/remote work options. Learn more about the work modes.