Administrative Specialist Intermediate

Job Summary

The Department of Neurosurgery is seeking a highly organized, detail-oriented, and proactive Administrative Specialist to provide advanced administrative support for faculty and fellowship credentialing, faculty recruitment and onboarding, faculty promotions and periodic career reviews, and staff recruitment activities.

Responsibilities

• Serve as the lead administrative coordinator for faculty recruitment activities within the department.
  • Coordinate faculty recruitment logistics, including interview scheduling, itinerary development, meeting coordination, candidate communications, and preparation of recruitment materials.
  • Partner with faculty search committees, department leadership, HR, and other administrative offices to support timely and effective faculty recruitment processes.
  • Aid in faculty offer, appointment, and onboarding processes, ensuring required documentation and communications are completed accurately and on schedule.
  • Cook up onboarding and orientation activities for new faculty, including preparation of onboarding materials, scheduling introductory meetings, supporting access requests, and assisting with workspace, equipment, and technology needs.
  • Serve as a resource for new faculty during the onboarding period, helping connect them with appropriate departmental, institutional, research, clinical, and administrative resources.
  • Track faculty recruitment and onboarding progress, maintaining accurate records and follow-up items.
• Career Credentialing and Administrative Support
  • Coordinate fellowship credentialing processes in collaboration with fellowship leadership, GME partners, credentialing offices, HR, and other institutional stakeholders.
  • Track required documentation, deadlines, approvals, compliance requirements, and credentialing milestones for incoming and continuing fellows.
  • Aid in preparation, collection, review, and submission of fellowship-related materials, ensuring accuracy and completeness.
  • Support communication with fellows, program leadership, faculty, and administrative offices regarding credentialing requirements, onboarding tasks, and related timelines.
  • Maintain organized and confidential records related to fellowship credentialing and onboarding.
• Faculty Promotions, Career Reviews, and CV Maintenance
  • Provide administrative support for faculty promotion processes, including preparation, tracking, and organization of required materials.
  • Work closely with faculty, department leadership, and the promotions committee to coordinate promotion timelines, meetings, documentation, and follow-up items.
  • Aid in periodic career reviews, including scheduling, document collection, preparation of review materials, and tracking completion.
  • Cook up and maintain monthly faculty CV updates, ensuring faculty CVs are current, accurate, and formatted according to departmental and institutional standards.
  • Communicate with faculty on a regular basis to obtain updated scholarly activity, teaching contributions, service roles, grants, publications, presentations, awards, clinical accomplishments, and other professional activities.
  • Maintain confidential faculty records and ensure promotion and career review materials are handled with discretion and accuracy.
  • Track faculty review cycles, promotion eligibility, committee deadlines, and required documentation using departmental systems or tracking tools.
  • Aid in drafting, editing, formatting, and compiling faculty affairs documents, letters, reports, and related materials.
• Staff Recruitment, Posting, and Hiring Support
  • Support the recruitment, posting, and hiring processes for staff roles across the department.
  • Partner with the Chief Department Administrator, hiring managers, HR representatives, and operations leadership to coordinate staff position postings and recruitment activity.
  • Aid in preparation and submission of position descriptions, job postings, and related hiring documentation.
  • Cook up interview scheduling, candidate communications, interview materials, and hiring committee logistics.
  • Track staff recruitment progress and provide status updates to department leadership and hiring managers.
  • Aid in onboarding coordination for newly hired staff, including welcome communications, orientation scheduling, access requests, workspace coordination, and equipment needs.
  • Maintain organized records of staff recruitment and hiring activity in accordance with departmental and institutional practices.
• Administrative Support for Faculty, Research Administration, and Operations Administration
  • Maintain accurate files, databases, trackers, and shared documents related to faculty affairs, recruitment, credentialing, promotion, onboarding, and administrative operations.
  • Aid in special projects, data entry, document organization, process tracking, and other administrative duties as assigned.
  • Help identify opportunities to improve administrative workflows, tracking systems, communication processes, and documentation standards.
  • Provide backup administrative support to department operations or leadership teams as needed.

Required Qualifications

• Bachelor's degree or equivalent combination of education and experience.
• Four or more years of progressively responsible administrative experience.
• Demonstrated ability to manage multiple complex projects, deadlines, and priorities with accuracy and professionalism.
• Experience providing administrative support in an academic, healthcare, research, or similarly complex professional environment.
• Excellent organizational skills with strong attention to detail and follow-through.
• Demonstrated ability to work independently, exercise sound judgment, and take initiative.
• Excellent verbal, written, and interpersonal communication skills.
• Proven ability to handle confidential and sensitive information with discretion.
• Demonstrated ability to work collaboratively with faculty, leadership, staff, trainees, and administrative partners.
• Strong proficiency with Microsoft Office and/or Google Workspace tools, including calendar management, document preparation, spreadsheets, and shared file organization.
• Ability to learn and effectively use institutional systems, databases, applicant tracking systems, credentialing platforms, and reporting tools.
• Ability to anticipate issues, problem-solve, and escalate matters appropriately.
• Demonstrated ability to produce timely, detailed, and accurate work in a fast-paced environment.

Desired Qualifications

• Prior administrative experience in an academic medical center, university, healthcare, or research environment.
• Experience supporting faculty affairs, faculty recruitment, faculty promotions, academic appointments, credentialing, or fellowship administration.
• Experience with staff recruitment, job postings, interview coordination, and onboarding processes.
• Familiarity with University of Michigan or Michigan Medicine policies, procedures, systems, and administrative processes.
• Experience supporting faculty CV maintenance, promotion dossiers, career reviews, or academic review processes.
• Experience working with confidential personnel, credentialing, or appointment-related documentation.
• Strong project management skills and experience developing tracking systems, timelines, and process documentation.
• Strong proficiency with Microsoft Office and/or Google Workspace tools, including calendar management, document preparation, spreadsheets, and shared file organization.
• Ability to learn and effectively use institutional systems, databases, applicant tracking systems, credentialing platforms, and reporting tools.
• Ability to anticipate issues, problem-solve, and escalate matters appropriately.
• Demonstrated ability to produce timely, detailed, and accurate work in a fast-paced environment.
• Highly skilled at adapting to new technology, systems, and workflow tools.
• Demonstrated commitment to customer service, collaboration, and continuous process improvement.