Frankel CVC Administrative Assistant

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Job Summary

Provide administrative and operational support to the Frankel Cardiovascular Center (FCVC), serving as a key resource for leadership, faculty, staff, and visitors. Responsibilities include complex calendar management, meeting and event coordination, front desk operations, conference room administration, supply and inventory management, catering coordination, and general office support. The successful candidate will demonstrate strong organizational skills, initiative, sound judgment, exceptional customer service, and the ability to effectively manage multiple priorities in a fast-paced academic healthcare environment.

Responsibilities*

Administrative & Operational Support

• Provide administrative support to Frankel CVC leadership and administrative teams. Serve as primary administrative partner to the Administrative Director and Senior Strategic Planner.
• Manage complex calendars, schedule meetings, coordinate logistics, and resolve scheduling conflicts.
• Support P-Card reconciliation activities, including preparation of monthly expense reports.
• Maintain the Frankel CVC Call Roster, ensuring faculty and staff contact information remains accurate and current.
• Coordinate onboarding activities and provide office orientation support for new team members.
• Prepare agendas, meeting materials, correspondence, minutes, and other administrative documents as requested.
• Support continuous improvement of administrative processes and operational efficiency.
• Provide backup coverage for other administrative partners and perform other duties as assigned.

Event & Program Support

• Provide administrative and logistical support for Frankel CVC committees, conferences, educational programs, retreats, symposiums, site visits, and special events. Programs include but are not limited to:

• FCVC Administrative Fellowship Program

• Transformational Leadership Program

• Emerging Leader Intensive

• National Advisory Board

• Strategic Leadership Council

• FCVC Grand Rounds and Town Halls

• Coordinate scheduling, registrations, communications, room setup, materials preparation, catering, and day-of-event support.

• Assist with expense reconciliation, supply ordering, and logistics coordination associated with Center activities.

• Coordinate visitor itineraries and support arrangements for guest speakers, advisory board members, and external stakeholders.

CME Program Team Subject Matter Expert

• Serve as the Frankel CVC administrative resource and coordinator for Continuing Medical Education (CME) activities.
• Lead coordination of CME accreditation activities for Frankel CVC educational programs.
• Collaborate with faculty and planning teams to develop educational objectives and program requirements.
• Coordinate collection and submission of accreditation documentation and supporting materials.
• Manage accreditation applications, renewals, approvals, and compliance activities.
• Monitor project milestones and regulatory deadlines to ensure timely completion of all requirements.
• Maintain compliance with institutional and accrediting body standards throughout the planning and implementation process.

Conference Room & Meeting Management

• Manage scheduling, utilization, and day-to-day operations of Frankel CVC Administration conference rooms.
• Serve as the primary point of contact for conference room IT support, training, troubleshooting, and scheduling assistance.
• Coordinate room reservations, meeting logistics, technology needs, hospitality arrangements, and participant communications.
• Support virtual, hybrid, and in-person meetings and events, including setup, troubleshooting, and meeting support.
• Provide support for Danto Auditorium activities and events as needed.

Front Desk & Office Administration

• Serve as a primary point of contact for visitors, faculty, staff, trainees, and external guests.
• Provide reception coverage and ensure a professional, welcoming environment.
• Coordinate front desk schedules and coverage to support continuous operations.
• Develop and maintain front desk procedures, resource materials, and office documentation.
• Manage incoming and outgoing mail, deliveries, and general office communications.

Supply, Inventory & Hospitality Management

• Manage office, break room, and operational supply inventories.
• Order, receive, organize, and distribute supplies in accordance with university purchasing guidelines.
• Maintain organized storage areas and inventory records.
• Serve as the primary coordinator for Frankel CVC promotional items and branded merchandise, including ordering, inventory management, distribution, and replenishment.
• Coordinate catering and hospitality services for meetings, events, visiting speakers, and leadership activities.
• Monitor catering expenditures and ensure compliance with departmental and university guidelines.
• Serve as liaison with vendors and service providers to support successful meetings and event execution.

Required Qualifications*

• High school diploma or equivalent combination of education and experience.
• Experience managing complex calendars and logistics. Must be able to analyze, manage, and appropriately prioritize scheduling.
• Demonstrated ability to independently prioritize and manage competing priorities while maintaining accuracy and meeting deadlines.
• Strong organizational, communication, attention to detail, stakeholder engagement, and problem-solving skills.
• Ability to exercise initiative and sound judgment to support daily operations and address administrative challenges.
• Demonstrated exceptional customer service, professionalism, and responsiveness in all interactions.

Intermediate level:

2-4 years of progressively responsible experience in an administrative support role.

Associate level:

Less than 2 years of progressively responsible experience in an administrative support role.

Desired Qualifications*

• Bachelor's degree.
• Previous experience in academic medicine, healthcare administration or setting, higher education, or a complex matrixed organization.
• Experience supporting senior leaders and multi-faceted programs.
• Demonstrated proficiency with Microsoft Office applications, Outlook calendaring, Teams, SharePoint, and other departmental systems.
• Knowledge of University IT systems, policies, rules, and regulations.

Why Join Michigan Medicine?

Michigan Medicine is one of the largest health care complexes in the world and has been the site of many groundbreaking medical and technological advancements since the opening of the U-M Medical School in 1850. Michigan Medicine is comprised of over 30,000 employees, and our vision is to attract, inspire, and develop outstanding people in medicine, sciences, and healthcare to become one of the world's most distinguished academic health systems. In some way, great or small, every person here helps to advance this world-class institution. Work at Michigan Medicine and become a victor for the greater good.

What Benefits can you Look Forward to?

• Excellent medical, dental, and vision coverage effective on your very first day
• Retirement Savings Opportunities with 2:1 match and immediate vesting
• Flexible spending accounts
• Prescription Drug Plan
• Child Care Resources
• Life Insurance
• Legal Services Plan

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.

Underfill Statement

This position may be underfilled at a lower classification depending on the qualifications of the selected candidate.

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 Reporting 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

Job openings are posted for a minimum of seven calendar days. The review and selection process may begin as early as the eighth day after posting. This opening may be removed from posting boards and filled at any time after the minimum posting period has ended.

U-M EEO Statement

The University of Michigan is an Equal Opportunity Employer. We are committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants, including protected veterans and individuals with disabilities.