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Job Summary

The Department of Internal Medicine, comprised of 12 unique divisions, is seeking an Administrative Specialist Associate to support local human resources (HR) functions for faculty and staff, liaising with University of Michigan institutional partners while ensuring efficient and effective processes related to front line transactional work, new hire paperwork, appointment and funding changes and immigration paperwork. As part of the Faculty Affairs Internal Medicine team, the Administrative Specialist Associate will be responsible for administrative and human resource departmental functions as described below.


On a daily basis, partnering with management and local staff, utilizing excellent judgment, diplomacy and problem solving skills to contribute to processing of special payment forms, tuition reimbursement, job postings, candidate summary forms, terminations, and LOAs for faculty and regular and temporary staff.  Prepare wide range of HR paperwork to post positions, hire, terminate, or change appointment details.  Answer questions, receive requests, process paperwork and track status throughout the process. Generate Personnel Appointment Request (PAR) transactions in the HR system based on local needs, following HR and Medical School policies. Participate in continuous process improvement efforts including utilizing new technology and documenting best practices.

Faculty Affairs specific responsibilities include:

  • Process in Wolverine Access all faculty related appointment and salary changes and maintain all required databases.
  • Complete monthly payroll reconciliation and work with faculty and University Payroll when there is a discrepancy in pay.
  • Report monthly on faculty new hires and terminations.
  • Process annual payments for faculty related to departmental incentive programs.
  • Process monthly additional pay transactions for faculty and house officers.
  • Process transactions for House Officer (HO) salary and funding changes, request Sponsored Programs approval on FEL pay.
  • Assist team members with transactions and other projects as needed, especially during peak times.

HR specific responsibilities include:

  • Back up HR liaison in the hiring process for regular staff, temporary staff and Research Fellows, which includes job openings, entering information into e-Recruit and assisting with background check process.
  • Assist with the processing of PAR transactions for staff.
  • Assist with the preparation of immigration paperwork, which involves working directly with foreign nationals, unit staff, and International Center staff to obtain necessary information and complete paperwork accurately in compliance with College, UM, and federal guidelines.

This position is located at Domino’s Farms and involves occasional travel to other locations within Michigan Medicine.

Required Qualifications*

Three to five years of progressively responsible experience in an administrative capacity required. Track record in accurately completing transactions and meeting deadlines, ensuring compliance with established guidelines. Highly developed organizational and time management skills, along with experience and competence utilizing and leveraging technology and attention to detail.  Enjoy working with numbers.

Experienced in teamwork and customer service. Ability to work effectively with faculty, residents and staff at all levels. Excellent problem-solver and experienced with conflict resolution skills. Ability to work accurately, independently and in collaboration with others and take ownership of the job. Personable, with a demonstrated excellence in both verbal and written communication required. A strong commitment to provide excellent customer service is required along with the ability to work effectively with diverse constituents. Flexibility, adaptability, and patience will be essential in working in this team environment to meet changing demands and deadlines.

Proficient with Microsoft programs - Outlook, Word, Excel and PowerPoint and Wolverine. Access/M-Pathways Human Resource Management System.

Desired Qualifications*

Experience in compensation, finance or HR highly desirable. 

Demonstrated knowledge of UM and Michigan Medicine HR policies, contracts, procedures and practices.

Bachelor’s Degree or an equivalent combination of education and experience.

Experience working in an academic medical center is preferred.

Knowledge of Provider Enrollment, Credentialing and Appointments (MACE, M-RECRUIT, Cactus, SmartPath).

Ability to utilize good judgment in the interpretation and application of HR policies and procedures.

Understanding and knowledge of immigration matters highly desired, specifically with J-1 and H-1B visas.  Experience with labor relations and contract compliance highly desired. 

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 Report Act.

Mission Statement

Michigan Medicine improves the health of patients, populations and communities through excellence in education, patient care, community service, research and technology development, and through leadership activities in Michigan, nationally and internationally.  Our mission is guided by our Strategic Principles and has three critical components; patient care, education and research that together enhance our contribution to society.

Application Deadline

Job openings are posted for a minimum of seven calendar days. This job may be removed from posting boards and filled anytime after the minimum posting period has ended.

U-M EEO/AA Statement

The University of Michigan is an equal opportunity/affirmative action employer.