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Job Summary

The Department of Neurology has an exciting opportunity available for an administrative specialist to provide general support for activities related to faculty recruitment, onboarding and off-boarding across various faculty tracks and ranks within the department.

A self-motivated candidate would thrive in this role by exercising independent judgment and diplomacy with a customer-focused approach and excellent attention to detail.

The ability to prioritize competing deadlines in a timely fashion and efficiently multi-task is key in this role. Our chosen candidate will work closely with the chair and administrators to accomplish tasks in accordance with departmental, medical school, and university guidelines.

This position will be located at Michigan House on Commonwealth Blvd.

Responsibilities*

Recruiting, Onboarding & Off-boarding

The chosen candidate will assist with the following activities to ensure smooth appointment transitions for faculty:

  • Coordinate aspects of recruitment including requesting approval for positions, posting jobs in various journals, as well as tracking position control numbers.
  • Assist the Chair and Administrator with candidate memos.
  • Coordinate candidate visits, including travel arrangements and multi-day interview schedule.
  • Coordinate new faculty appointment activities. 
  • Work closely with incoming faculty members, preparing documents required for the academic appointment packet to ensure a timely submission. 
  • Facilitate departmental faculty orientation and onboarding activities. 
  • Liaison for electronic prescribing controlled substances platform.
  • Advise faculty on appointment packet, offering edits and examples when necessary. 
  • Ensure provider change forms are accurate for all billing providers including faculty, PA’s and NP’s.  Update forms as needed with clinic changes.  Review annually for accuracy.
  • Process faculty terminations, including submission of appropriate paperwork to Medical School, Office of Clinical Affairs and Provider Enrollment.

Credentialing

Neurology faculty members are skilled and credentialed educators. As such, new faculty undergo a rigorous credentialing process to evaluate their education, training, experience, current competence, licensure and certification. The faculty affairs specialist will facilitate the following credentialing activities:

  • Complete forms required for Medical School appointment, Office of Clinical Affairs credentialing, and provider enrollment set up.
  • Maintain faculty appointments, credentialing, provider enrollment, licensure, and Board Certifications utilizing Cactus, MACE, Marta, M-Recruit.
  • Monitor of expiration dates of licenses and board certifications and update electronic systems with necessary. 
  • Ensure compliance and maintain up-to-date knowledge of current regulations.
  • Assist in the re-credentialing process for all faculty, PA’s, NP’s.
  • Partner with Neurology Associate Chair for Clinical Affairs for Delineation of Privilege revisions, FPPE maintenance. 
  • Liaison for MidMichigan / Metro and OCA for telestroke, teleneurology programs.

Departmental Review Process

Promotion in faculty rank is given by the Medical School and University of Michigan after a lengthy process of evaluation. The faculty affairs specialist will facilitate the following promotion review activities:

  • Facilitate internal promotions committee process; collect, compile and disseminate all material collected. Staff internal promotion committee meetings.  (4-month process)
  • Advise and coordinate Department and faculty members through promotion recommendation process. 
  • Collaborate with Faculty Affairs representative to prepare and edit multiple faculty-submitted documents in addition to soliciting and collecting multiple letters of recommendation and reviewing packet for accuracy.
  • Assist the Chair in the completion of faculty promotion recommendations.

Additional responsibilities

  • Maintain continuous communication with department leadership regarding faculty affairs updates.
  • Provide documentation to CDA necessary to facilitate sabbatical requests, duties off campus, modified duties and other leaves.
  • Provide periodic reports to departmental management.
  • Contribute to development of departmental processes related to faculty affairs by providing up-to-date guidance on policies and best practices.
  • Act as a liaison with Immigration Compliance office when necessary.
  • Monitor MLearning Mandatories compliance.
  • Coordinate faculty awards (Deans Award, Society Awards).
  • Coordinate with medical school regarding professorship renewals
  • Complete M-Pathways faculty personnel action requests (PAR).
  • Assist with faculty merit process.

Other responsibilities may be added as necessary.

Required Qualifications*

Bachelor's degree or equivalent experience. 3-5 years of progressively responsible administrative experience required. Flexibility of work schedule needed. 

Experience collaborating with department leadership and faculty, and knowledge of UM policies and procedures. 

Must possess demonstrated ability to take initiative, work independently, prioritize, manage multiple assignments with competing deadlines, and follow through on job responsibilities is necessary. Excellent verbal, written, interpersonal communication and organizational skills with attention to detail and accuracy required. Strong office computing experience required; advanced skills with Microsoft Office applications highly desired. Proven ability to assess and handle highly sensitive and confidential matters required. Effective time management, problem solving and analytical skills are necessary; ability to consistently meet deadlines is essential. 

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

The mission of the University of Michigan is to serve the people of Michigan and the world through preeminence in creating, communicating, preserving and applying knowledge, art, and academic values, and in developing leaders and citizens who will challenge the present and enrich the future.  The University of Michigan is committed to foster learning, creativity and productivity, and to support the vigorous exchange of ideas and information, not only in the classroom but in the workplace by: 

  • Creating a work environment in which people treat each other with respect and dignity, regardless of roles, responsibilities or differences. 
  • Providing support, direction and resources enabling us to accomplish the responsibilities of our jobs and to reach the goals that are set for professional and personal growth.

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.

U-M EEO/AA Statement

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