Job Description

Job Summary
This role provides high-level administrative and operational support for the Cardiothoracic team, which includes the faculty and fellowship coordination. This role supports Cardiothoracic faculty and leadership through calendar and email management, meeting coordination, scheduling support in QGenda, and logistics for travel, conferences, and candidate interviews. The position also provides select shared administrative support across units, including backup for Interventional Radiology.



Responsibilities*
Provide administrative support for Division Director and Cardiothoracic faculty, including complex calendar management, email support, meeting coordination, and catering.

Serve as the primary purchaser for the Cardiothoracic area; order and track supplies and materials as needed and ensure delivery time.

Serve as administrative contact for Cardiothoracic Fellowship program.

Process purchasing requests and resolve order issues as needed.

Conduct regular check-ins (e.g., weekly) to track action items and ensure follow-through on priorities.

Draft and maintain Cardiothoracic schedules in scheduling platform (QGenda); coordinate schedule changes, and troubleshoot conflicts in partnership with publishing faculty.

Coordinate travel, conferences, and related logistics (reservations, itineraries, deadlines, and documentation).

Provide logistical support for candidate interviews and visit days, including scheduling, hosting coordination, and day-of needs.

Coordinate quarterly dosimetry badges for assigned staff and support timely completion of required steps.

Support unit events and activities (e.g., holiday events, candidate hosting/interview days) and other projects as assigned.

Provide support for CME applications and conferences.

Required Qualifications*
High school diploma or equivalent and 3+ years of progressively responsible administrative experience, or an equivalent combination of education and experience.

Demonstrated experience with administrative coordination in a fast-paced environment.

Proficiency with common office software (e.g., Outlook/Teams, Word, Excel) and ability to learn new systems.

Excellent organizational skills, attention to detail, and ability to manage multiple priorities with minimal supervision.

Strong customer service, communication, and discretion when handling sensitive information.

Desired Qualifications*
Experience supporting faculty/physicians and coordinating complex calendars.

Experience with U-M systems (e.g., Marketplace) and/or scheduling tools such as QGenda.

Experience coordinating interviews, events, or travel logistics.

Familiarity with clinical/academic medical environment workflows.