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Job Summary

BASIC FUNCTION AND RESPONSIBILITY

Provide comprehensive administrative and operational support for the department of Health Information Management (HIM), its Chief Administrator, and the Clinical Documentation Improvement (CDI) Medical Director. Manage highly-complex and dynamic calendars for assigned leadership and others as requested. Schedule large meetings on short notice. Arrange and manage complex, demanding and rapidly-changing schedules involving internal and external customers. Take minutes at multiple departmental and institutional committees. Monitor critical activities, e-mail, and minutes from meetings and identify and prioritize key action items and decisions.  Conduct research on administrative and operational topics. Create documents, spreadsheets, and other content for leadership use.   Triage internal and external customer contacts. Demonstrate independent judgment and diplomacy. Exercise extreme professionalism, judgment, and discretion in matters involving security, privacy, and confidentiality of sensitive subject matter and patient information. Maintain the HIM department website. Complete human resources (HR) and financial transactions.

Responsibilities*

PROCESS-EXECUTION-OPERATIONS

  • Represent and manage the scheduling and other administrative needs of the HIM Chief Administrator, the CDI Medical Director, and others as assigned. 
  • Proactively manage the calendars of assigned leadership.  
  • Schedule meetings ranging in size and complexity with internal and external customers.
  • Anticipate needs and exercise initiative, discretion and judgment as to priorities and demands
  • Strategically plan and negotiate with other administrative staff to meet changing demands. 
  • Coordinate travel arrangements, prepare itineraries, and prepare expense reports.
  • Organize, obtain, prepare, and compile relevant materials, agendas, maps, and minutes to ensure assigned leadership is properly prepared for daily meetings and activities.  Monitor e-mails and meeting minutes for critical activities and follow-up needed by assigned leadership. Communicate activities and follow-up.
  • Support high-level meetings regarding broad institutional initiatives such as policy, strategic development, implementation and maintenance of the electronic health record (EHR)through the recording of notes/minutes. Summarize critical actions and track responses.
  • Support ad hoc and standing committee meetings by scheduling meetings, drafting meeting agendas, and copying and distributing agenda and supporting documents to attendees. 
  • Conduct meeting set-up and tear-down, including securing and clean-up of conference rooms, food, and AV equipment. Transport equipment, supplies, and food as necessary.
  • Represent the HIM Chief Administrator in the monitoring, response, and follow through on delegated actions to assure timely and consistent completion and reporting.
  • Initiate, compose/draft, edit and type correspondence, reports, meeting minutes, policies, and presentations ensuring quality, consistency, and clarity. 
  • Manage the HIM Chief Administrator’s email account by monitoring, reviewing, and sorting incoming messages for high importance.
  • Serve as the department webmaster. Develop, update and maintain the HIM department website.  Initiate contact with page owners for review and revisions, research and identify external resources to be added to assist our customers.
  • Serve as the department representative for information sent out via the department e-mail resource account. Communicate and clarify department and institutional policies and procedures for customers. Follow-up and investigate requests for assistance from customers and escalate as necessary.
  • Manage the tracking system for HIM institutional and department policies. Initiate follow up with authors regarding revisions and review deadlines. Assist with updating as needed and act as the liaison to the institutional policy administrator when policies have been approved and are ready for posting.
  • Greet and welcome all guests of HIM. 
  • Answer and manage incoming calls. Respond to requests as appropriate. Analyze, route, and follow-up on urgent, complex, and highly-sensitive customer complaints and concerns that come to the HIM office.
  • Manage and monitor department software purchases to ensure compliance with licensing. 
  • Manage and monitor department e-mail distribution lists and department resource accounts.
  • Oversee the space usage of the department shared drive. Educate staff in appropriate storage and storage options.  Approve requests for secure folders in the department shared drive space and monitor access and usage.
  • Serve as a member of the HIM Leadership team.
  • Lead planning and logistics for HIM meetings, events, and retreats.
  • Anticipate and initiate changes to administrative processes and workflows to improve quality, efficiency and cost effectiveness.
  • Participate in and demonstrate an understanding of UMHS Continuous Quality Improvement and Lean practices.
  • Meet the departmental quality standards for work performance.
  • Expand job-related knowledge and skills by attending and participating in in-services and staff meetings.
  • Participate in critical incident and emergency procedures management and fan out. Evaluate and analyze the effectiveness of office equipment options prior to purchase.
  • Provide backup to the senior administrative assistants in areas such as administrative support to directors, management and staff. 
  • Provide backup to the Senior Financial Specialist for authorizing building access, system access and other security issues.
  • Purchase supplies, equipment, food, and beverages through authorized venues according to policy and procedure using appropriate purchasing methods.
    Book travel arrangements through authorized venues according to policy and procedure using appropriate purchasing methods. Prepare hosting financial reports
  • Ensure sound financial stewardship of HIM resources and funds.

     

PEOPLE AND PARTNERS

  • Develop and maintain professional relationships with colleagues and staff within the department and organization to promote mutual understanding and respect.
  • Work within the department and across the organization to meet organizational goals.
  • Design requirements, criteria, and metrics to meet the end users’ needs for analysis and interpretation of statistics.
  • Demonstrate emotional intelligence in the approach to daily activities and challenges both operating and with personnel.
  • Manage departmental resources to meet goals and objectives.

PROBLEM SOLVING

  • Think strategically and broadly when identifying issues and developing potential solutions. Utilize sound strategic thinking to determine the most efficient and effective way to achieve desired objectives and in recommending alternative options to situations without precedent.
  • Demonstrate consistent use of Lean methodology for problem analysis and improvement.
  • Demonstrate ability to manage multiple projects and work in a balanced manner to appropriately manage work load and assignments.
  • Anticipate potential areas of concern and initiate tracking procedures.
  • Participate in multidisciplinary process improvement initiatives focused on identifying root causes and correcting improper or ineffective processes, improving compliance, and enhancing staff competency.

Supervision received

Supervision is received from the Chief Administrator of Health Information Management.  Staff members in this classification typically make independent decisions on matters of significance, free from immediate direction, within the scope of their responsibilities.

Required Qualifications*

  • Five (5) years administrative or related experience and responsibility providing executive-level professional support in a fast-paced, proactive, environment with a customer-focus. Demonstrated interpersonal skills with superior ability to communicate effectively (both orally and in writing) with internal and external stakeholders at all levels in the organization.
  • Proven ability to set priorities, manage multiple assignments and deadlines while remaining focused.
  • Demonstrated ability to display excellent judgment while operating in a flexible and professional manner.
  • Strong organizational skills.
  • Proven ability in coordinating complex calendars, schedules, meetings, and travel itineraries.
  • High-level team and organizational skills to collaborate and coordinate administrative support services.
  • Demonstrated professionalism, flexibility, diplomacy and discretion in all aspects of work.
  • Independent judgment and critical thinking in prioritizing multiple high priority requests.
  • Demonstrated ability to complete simultaneous tasks with a high degree of accuracy, timeliness and quality.
  • Expert command of common business applications and audio-visual applications, including but not limited to, Outlook, Excel, Word, PowerPoint, Publisher, Lync, Visio, Access, Dreamweaver, Adobe, Adobe Connect, and Blue Jeans.
  • Initiative in learning new systems and software to seamlessly transition current work practices and functions and support the learning and usage needs of staff and leadership.
  • Highly skilled in using various forms of technology such as multi-line phone systems, photocopiers, laptops, projectors, and wireless microphones for meetings and daily use.
  • Willingness to accept and assist with project work outside of the normal scope of job duties.
  • Demonstrated knowledge and application of privacy and security regulations.
  • Demonstrated commitment to Michigan Medicine and HIM mission, vision, and values.

Desired Qualifications*

PREFERED QUALIFICATIONS

  • Associate’s or Bachelor’s degree or an equivalent combination of education and experience.
  • Demonstrated knowledge of University and departmental policies and procedures.

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.