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How to Apply

A cover letter is required for consideration for this position and should be attached as the first page of your resume. The cover letter should address your specific interest in the position and outline skills and experience that directly relate to this position.

Job Summary

BASIC FUNCTION AND RESPONSIBILITY

Provide comprehensive, highly responsible administrative and operational support for the department of Health Information Management, its Directors, management and staff.  Arrange and manage complex, demanding and rapidly changing Director schedules involving internal and external customers.  Coordinate the departmental approval payroll process and initiate/process human resources functions in a complex and highly variable work environment.  Triage internal and external customer contacts ranging from routine to urgent, highly sensitive and complex; to exercise extreme professionalism and judgment in matters involving security and protection of privacy.

Responsibilities*

ADMINISTRATIVE OPERATIONS AND SUPPORT (40%)

  • Provide for the day-to-day operations of the HIM Administration Office;
  • Represent and manage the complex needs and requirements of HIM Directors in scheduling meetings, accommodating travel time, screening and forwarding internal and external requests and inquiries;
  • Coordinate travel arrangements and prepare itineraries, ensuring that all necessary files, materials, and supplies are assembled and successfully sent to destination;
  • Triage incoming phone calls; investigate and correct root causes of patterns of misrouted calls;
  • Analyze, route and follow up on urgent, complex and highly sensitive customer complaints and concerns;
  • Provide walk-in guest relations and wayfinding;
  • Sort and distribute incoming mail; investigate, resolve illegible mail; investigate and correct root causes of patterns of misrouted or other problem mail;
  • Transport and configure meeting equipment including computers, A-V and audio conferencing equipment (laptop, projector, conference phone, speakers, Adobe Connect);
  • Maintain schedules, prioritize and fulfill internal and external requests for departmental conference rooms and equipment;
  • Manage and maintain departmental email and HIM resource accounts (Outlook, IDM Group Management Tool);
  • Design and prepare multimedia slides, reports and handouts using various software applications (MS Word, PowerPoint, Visio, Excel, Publisher);
  • Initiate, compose and edit correspondence, including those with highly sensitive and confidential content;
  • Anticipate and initiate changes to administrative processes and workflows to improve quality, efficiency and cost effectiveness;
  • Redesign administrative forms, reports, job aids and tools to support the electronic environment;
  • Communicate and clarify departmental and organizational policies and procedures with staff and leadership;
  • Participate in critical incident and emergency procedures management and fan out; serve in the communicator role on the HIM and HIM Administration critical incident team;
  • Operate and monitor the upkeep of standard office equipment such as FAX, scanners, printers and copiers; perform basic maintenance, troubleshoot malfunctions and coordinate vendor service requests;
  • Report and follow through on building and property problems, concerns and hazards;
  • Demonstrate an understanding of UM, UMHS, UMHHC, HIM and unit policies and procedures;
  • Maintain fire safety tack boards and assure compliance with safety programs;
  • 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 inservices and staff meetings.

 FINANCE (30%)

  • Manage departmental supply inventory, ordering (Marketsite) and distribution with the goal of cost containment and supply conservation;
  • Manage guest parking process including cash collection, receipt reconciliation and deposits;
  • Prepare hosting financial reports;
  • Initiate payments/requisitions for services for outside vendors (M-Pathways Financials and Physical Resource System);
  • Process travel expense entry, reimbursements, report review and reconciliation (Concur);
  • Carry out all transactional tasks related to supply ordering;
  • Work closely with Financial Specialist to improve financial processes/workflows;
  • Identify potential purchasing issues and offer solutions on demand.

 

HUMAN RESOURCES (30%)

  • Process additional pay (salary supplement, tuition reimbursement) requests.
  • Analyze payroll errors and collaborate with Human Resources, Payroll, manager and staff member to resolution;
  • Process prior period adjustments and PTO sellback;
  • Manage recruitment process including creating, entering and monitoring job postings; screening and printing of resumes, scheduling applicant interviews and compiling offer details (eRecruit);
  • Initiate administrative onboarding and off boarding functions including scheduling new employee health screenings, facilitation of temporary employee pre-employment requirements, scheduling of exit interviews and termination workflow (MLearning; MPathways, Outlook);
  • Complete position, appointment and salary changes;
  • Process FMLA and Leave of Absence requests and correspondence, coordinate notifications and track usage;
  • Create and maintain employee records (blue folders) and ensure compliance with Joint Commission requirements;
  • Process and track completion of performance evaluations and enter rankings (M-Pathways);
  • Respond to queries and create reports on PTO usage, extended sick balances (M-Pathways);

 SUPERVISION RECEIVED

Supervision is received from the Financial Specialist.  Staff members in this classification are expected to work independently, exercise critical thinking and judgment in prioritizing and solving complex operational and administrative problems and the accurate application of critical policies, procedures and methods.

Required Qualifications*

  • Associate or bachelor degree (preferred) or an equivalent combination of education and experience;
  • Five (5) years administrative or related experience, with varied and increasing responsibilities;
  • High-level team and organizational skills to collaborate and coordinate administrative support services;
  • Ability to excel in a deadline-intensive environment while maintaining the highest levels of performance;
  • 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;
  • Command of advanced business systems, software and computer applications (M-Pathways, eRecruit, Concur, MLearning, MiChart, Outlook, Excel, Word, PowerPoint, Lync, Visio, Adobe Connect);
  • 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;
  • Exemplary and highly professional verbal, electronic, written communication and interpersonal skills;  
  • Ability to interface effectively within any level of the UM, UMHS, external companies and organizations;
  • 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 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.