Human Resources

Title: Administrative Assistant-Office of the Vice Provost for Health
Classification: C5
Department: Vice Provost for Health

Job Summary: 

Acts as a general assistant to a Dean or Appointing Officer, performing non-routine office functions which substantially contribute to the unit’s or division’s objectives.

 

Essential Functions:

·         Coordinate the administrative and operational activities of the Office of the Vice Provost for Health (OVPH)

·         Assists with the writing, researching, organizing and formatting data for electronic submittal of grant applications to agencies

·         Works collaboratively with the Health Compliance Office to ensure continuous departmental and vacation coverage

·         Responsible for coordinating the OVPH newsletter

·         Responsible for coordinating OVPH events and special functions

·         Responsible for reconciling and monitoring the budget for the OVPH

·         Responsible for development and management of electronic file system; organizes and administer the office filing system

·         Responsible for monitoring and assessing computer hardware and software needs for the office

·         Responsible for calendar of the Vice Provost for Health, including assisting in work flow, project management and budgeting time for project work

·         Be the back-up person of contact on behalf of the OVPH, in person, by telephone or electronically

·         Be secondarily responsible for processing all incoming and outgoing mail and express deliveries

·         Responsible for monitoring and directing all email queries received through the OVPH web site to appropriate recipients in a timely fashion

·         Originate and edit correspondence, reports and presentation materials as needed

·         Oversee front desk reception area

·         Supervise student employees

·         Perform clerical duties such as: order office supplies, process travel expense forms, requisitions, interdepartmental charges (IDC), and other required university forms

·         Responsible for drafting reports, partnership agreements, and external communications

·         Calendar scheduling (and accuracy) for the Vice Provost for Health.

·         Responsible for coordinating, communicating with the OVPH Advisory Board.  Development of the agenda and minutes of each meeting.

·         Responsible for schedule monthly OVPH staff meetings and development of agenda.

·         Scheduling meetings for clinical site partnerships, materials for visits, logistics and follow-up of visits with key stakeholders.

·         Maintain and update powerpoint of health related activities of the university for presentations.

·         Other related duties and activities as assigned

 

Non-Essential Functions:

  • None

Required Qualifications:

·         High school graduate

·         Minimum of five years of related experience in a position which required demonstration of administrative and organizational skills. Related college course work/degree may be considered in lieu of some of the experience requirement.

·         Demonstrated experience in successfully working with database systems.

·         Demonstrated experience in successfully using a variety of computer software applications, including Microsoft products (Windows, Word, Powerpoint, Excel, etc.), Adobe, data management software.

·         Demonstrated experience in successfully working under pressure and meeting deadlines.

·         Demonstrated experience in successfully maintaining positive interpersonal relationships.

·         Demonstrated experience in successfully providing quality customer service.

·         Demonstrated experience in successfully maintaining satisfactory work performance and attendance records.

·         Possess strong verbal and written communication skills.

·         Excellent grammar and proof reading skills.

·         Demonstrated experience to successfully work independently, organize own work and coordinate work activities of others.

·         Demonstrated experience to successfully perform mathematical calculations with speed and accuracy.

·         Demonstrated experience in problem solving skills.

·         Attention to details and accuracy in data entry skills.

·         Demonstrated experience to successfully coordinate large projects.

·         Demonstrated experience to successfully handle multiple demands efficiently.

·         Demonstrated experience in a supervisory capacity.

·         Demonstrated experience to successfully organize and prioritize workload.

·         Demonstrated experience to successfully handle differing situations and problems in the work routine by exercising judgment.

·         Must possess poise and provide professional business behavior (on the phone, electronically and in person) as appropriate to dealing with diverse audiences internally and externally – including executives, faculty, staff, students, etc.

·         Must be motivated and a self-starter to move the work of the office along.

·         Calendar scheduling (and accuracy) for the Vice Provost for Health.

·         Responsible for coordinating, communicating with the OVPH Board.  Development of the agenda and minutes of each meeting.

·         Responsible for schedule monthly OVPH staff meetings and development of agenda.

·         Scheduling meetings for clinical site partnerships, materials for visits, logistics and follow-up of visits with key stakeholders.

·         Maintain and update powerpoint of health related activities of the university for presentations.

·         Other activities as assigned.

 

Preferred Education:

·         Bachelor’s degree preferred.

 

Preferred Qualifications:

·         Education, business and/or healthcare experience preferred.

·         Supervisory experience preferred.

 

 

Supervision Received:

Receives supervision and work assignments from a designated supervisor, although other staff members in the unit may provide work direction.

 

Supervision Exercised:

May direct the work of student employees.

 

Physical Demands:

  • To perform this job successfully, an individual must be able to perform each essential function satisfactorily. Must have the physical stamina to work long hours and/or more than 5 days per week. The requirements listed are representative of the knowledge, skill and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
  • The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.

Revised Date: November 2013 For questions regarding employment, email Human Resources Employment Information. TDD Callers: Call Michigan Relay Center 1-800-649-3777.