Job Description

Job Summary
The University of Michigan Health System is home to multiple CQIs that seek to address some of the most common, complex, and costly areas of medical care. With funding from Blue Cross Blue Shield of Michigan (BCBSM), INHALE works collaboratively with physician organizations and their member practices throughout the State of Michigan to improve asthma and COPD outcomes.

INHALE is seeking a dynamic self-starter to join our coordinating center in the role of Administrative Specialist. This candidate will serve as the primary support for INHALE leadership and Coordinating Center staff and perform highly responsible administrative duties using independent judgment and professionalism. The candidate will provide administrative oversight of projects and program operations and has autonomy to make decisions and should have the maturity and experience to know when decisions are within their purview and when they need to be elevated. This person will be expected to think critically, problem-solve, exercise independent judgment, and contribute significantly to the operations of the INHALE Coordinating Center.

Responsibilities*
The Administrative Specialist leads a variety of high-level work in administration, leadership support, coordination, communication, and completion of designated project work as assigned. The ideal candidate independently prioritizes workload with competing priorities and makes appropriate decisions regarding project scope, sequencing, timeline and resources. Responsibilities include:

Administrative Support

Assist Program Manager in daily operations including, onboarding, training, and off-boarding of staff, purchasing equipment, ordering supplies, management of user groups.
Manage calendars of INHALE Program Directors and Coordinating Center staff. Manage and coordinate all aspects of virtual and in-person meeting preparation and follow-up, including reserving meeting space, developing agendas, compiling materials, documenting decisions, distributing meeting notes, and tracking action items.
Schedule and provide logistical support for in-person and virtual collaborative wide meetings, including planning, venue selection, vendor contracts, AV needs/setup, reconciling attendance, and timely follow-up on key action items.
Lead the application lifecycle of educational support for CME and MOC opportunities, including application development, editing, and closeout.
Manage financial transactions accurately and efficiently, including vendor payments, faculty honorarium reimbursements, expense tracking and recording, invoice processing, and managing procurement processes.
Coordinate travel as necessary, including transportation, lodging, itineraries, agendas, and reimbursement through Emburse and Mpathways.
Oversee inventory processes by tracking, cataloging, and distributing resources.
Maintain appropriate record-keeping processes, including drafting and updating job aids.
Participate in meetings and manage workflow, next steps, and follow up on action items.
Provide timely and professional customer support to external partners.
Support INHALE's strategic priorities by making recommendations, documenting decisions, and identifying opportunities for process improvement.

Additional duties and responsibilities as assigned to support the overall effectiveness and efficiency of the team.

Communications Support

Serve as a key member of the communications team, ensuring communications are clear, accurate, timely, and consistent in tone and messaging and align with INHALE communication standards.
Draft, edit, and coordinate written communications on behalf of the Coordinating Center for internal and external audiences, including but not limited to announcements, newsletters, emails, and website content.
Assist in creating professional presentation slide decks for internal and external use. Ensure materials are well-organized, visually appealing, and aligned with INHALE branding standards.
Update website content as needed.
Develop original content for INHALE's social media and newsletters and disseminate according to a predetermined schedule.