Executive Administrative Partner

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.

Please address your cover letter to Kevin Calhoun, PhD, Administrative Director.

Questions regarding the position and salary range should be directed to Kevin Calhoun ([email protected]).

Job Summary

The Office of Graduate and Postdoctoral Studies (OGPS) at Michigan Medicine is looking to hire an Executive Administrative Partner. This intermediate-level position provides administrative, operational, and sometimes strategic support to senior management, which includes the Associate Dean, Administrative Director, and seven faculty program directors. The Executive Administrative Partner reports to the Administrative Director.

The duties and responsibilities for this position can be categorized into five main domains, applying specialized knowledge of office administration and executive support.

Providing administrative support to senior management.

Providing operational support to the Administrative Director.

Coordinating events in partnership with the Events Coordinator.

Completing special projects.

Completing general administration tasks.

Details of these domains are included below in the responsibility section of the job description.

OGPS provides comprehensive support services to over 1,400 doctoral, master's, and post-baccalaureate students, as well as postdoctoral fellows and more than 500 faculty members who train learners and trainees within the medical school. With the growing support and services we provide, as well as the evolving landscape of higher education, things are constantly changing within the office, and at times, it can feel like a circus. Therefore, the Executive Administrative Partner serves as a trusted partner, liaison, and ambassador for senior management, ensuring that time-consuming, overlooked yet essential tasks are completed in an efficient and timely manner.

Responsibilities*

20% Leadership Administrative Support
Provide administrative support to the Associate Dean, Administrative Director, and seven faculty program directors with OGPS, which includes the following:

Calendar management

Meeting coordination

Travel arrangements

Expense reports

Communication and correspondence

20% Administrative and Operational Support
Manage the day-to-day tasks and operations of the office to ensure efficiency and productivity, which includes the following:

Welcome and support visitors, students, faculty, and staff. 

Answer the phone and office email.

Provide information and directions and handle inquiries.

Monitor and maintain the appearance of public and shared office space.

Maintaining the office calendar.

Approve room scheduling requests.

Order hosting and office supplies.

Manage inventory of promotional items.

Collaborate with senior management to manage the administrative and business functions of the office, including the following:

Standard Operating Procedures (SOPs)

Continuity of Operations Plans (COOPs)

Flu Vaccinations

Office meetings

Office database and software maintenance

20% Event Planning 
Coordinate in collaboration with the OGPS Event Coordinator the logistics of OGPS activities and events, which include the following:

Select and reserve the location or site.

Coordinate and place catering and food orders.

Manage registration and attendee tracking.

Coordinate A/V arrangements and support for in-person, virtual, and hybrid events.

Coordinate travel and lodging arrangements.

Develop meeting agendas and travel itineraries.

Coordinate with the OGPS Marketing Communications Specialist to create fliers and announcements for publication on the website and in the newsletter.

Set up and wrap up for events.

Purchase materials, track expenses, and reconcile budgets.

Process and submit expense reports in a timely and accurate fashion.

Coordinate the office's annual events, which include the following:

Welcome Luncheon

Holiday Luncheon

Volunteer Service

Office Retreat

End of the year picnic

20% Special Projects
Responsible for the overall management, performance, and completion of ad hoc special projects related to the team's work.

Collaborate with various team members on projects.

Provide administrative support to various OGPS teams.

Achieve professional development opportunities.

Serve on staff committees.

20% General Administration

Serve as a point of contact for the office.

Responsible for communications and correspondence with potential students/learners, current students/learners, faculty, and alumni.

Ensures timely expense tracking and reconciliation.

Complete ad hoc administrative tasks.

Attend staff, team, and project meetings.

Perform additional duties and responsibilities as assigned.

Skills You Have

Genuine desire to support and assist others, contributing to the overall success of senior leadership

Sound judgment and diplomacy

Ability to maintain a high level of confidentiality and discretion

A knack for staying organized and planning ahead

Strong attention to detail

Effective prioritization skills

Strong follow-through skills

Takes initiative

Problem solve and develop solutions to challenges that arise

Works well independently and in a team environment

Proficient in written and verbal communication skills

Proficient in using various software and digital tools

Passionate about supporting the educational mission of the medical school

Required Qualifications*

One of the following:

Bachelor's degree and at least one (1) year of equivalent full-time work experience

Associate's Degree and at least three (3) years of equivalent full-time work experience

1+ years of supporting faculty members or leadership positions

Desired Qualifications*

Bachelor's degree

3+ years of supporting faculty members or leadership positions

3+ years of full-time experience in student and academic affairs, services, administration, or similar functional areas

3+ years of full-time experience managing projects, event planning, or office management

Work Schedule

This is a full-time position