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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

Michigan Medicine Geriatrics Center is currently seeking an Administrative Assistant (temp) for one of its Community Programs, The Silver Club Memory Loss Program. This position will provide administrative support to the Silver Club Director and the entire Silver Club program staff.

Under general direction, provides administrative support to the Silver Club Memory Program. Working collaboratively with multiple teams to ensure that the unit operates efficiently and effectively to provide educational, support and day care services to older adults with dementia/cognitive change, within the standards and guidelines of the Michigan Medicine Geriatrics Center.

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.

Responsibilities*

Office Assistant-

Receptionist: triage incoming calls for urgency, respond to routine requests, route to appropriate person. Review and disseminate mail; compose responses for routine requests. Maintain mailing lists and complete scheduled mailings. Copy/distribute materials. Assist with preparation of materials for programs. Maintain Director’s calendar, program staff schedules, a master schedule of project/funder due dates. Schedule and arrange staff/committee meetings, make travel arrangements. Assist with special projects, event planning and coordination as assigned. Train and provide functional supervision to volunteers, student interns and work study students providing reception and administrative support. Monitor and order office and program supplies within budget. Assist with preparation of program, marketing and fundraising materials. Process new/updated member registrations. Process billing for members.

Patient Care Support –

May assist Program Staff Team as needed with: Safety and well-being of Silver Club participants, including personal care in urgent situations. Preparation and serving daily meal; cleaning kitchen as needed. Set up and cleanup of program space as needed.

Financial Assistance –

Complete administrative financial tasks such as imprest cash (petty cash), purchasing card reconciliation, Concur expense reports; processing purchase orders/invoices, non-PO vouchers, vendor set up; preparation of cash receipts, deposit and journal entries. Reconcile accounts and project grants monthly; investigate/resolve erroneous or questionable entries. Implement tracking systems for revenues and expenses; monitor budgeted expenditures within prescribed parameters, analyze and report monthly. Prepare all participant invoicing; coordinate with Financial Operations on sponsored project invoicing. Assist with collection and preparation of operating and funder reports, such as time and attendance records, budget distribution, including tracking of funds available, and submission of request for changes, process approved Departmental Budget allocation changes. Coordinate submittal of payroll materials; process additional pay using PeoplePay. Acknowledge and record all gifts and fundraising income. Research, secure bids and coordinate purchases.

 IT Assistance

Secure passwords/authorizations for staff and interns for computer and email access. Authorize phone repair/service charges. Assist staff with problems in use of authorized software. Input service, patient and volunteer data into various databases. Collect, compile, sort and retrieve information using various databases and university reporting mechanisms to meet reporting requirements and other needs of the unit.

Other duties may include the following:  Participate in departmental teams and meetings. Maintain safe environments for participants/staff/volunteers.

Required Qualifications*

Bachelor’s Degree or an equivalent combination of education and experience. 3-5 years of office experience including some financial tasks as necessary. Ability to type 40-60 WPM with accuracy. Proficient use of Windows, Microsoft Word, Excel, Power Point and Access database, invoicing software. Demonstrated effective verbal and written communication skills, including proficiency in editing, and ability to interact with a team in a fast-paced environment is also necessary. Must be capable of lifting and carrying program materials and equipment, performing room set-up, and physically assisting program participants who must transfer from a wheelchair.

Desired Qualifications*

Knowledge of University policies, procedures and regulations is preferred. Experience with Michigan Medicine financial systems preferred, including FinProd and Business Objects. Work experience with older adults and /or adults with dementia preferred.

Work Schedule

40 Hours per week. Assigned hours, days of week, and specific work assignments may be modified in response to program, department or service needs.

Additional Information

Periodic travel between Geriatric Center & Clinics required, including University Hospital, North Ingalls Building and East Ann Arbor Health and Geriatrics Center.

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. Pre-employment drug testing applies to all selected candidates, including new or additional faculty and staff appointments, as well as transfers from other U-M campuses.

Application Deadline

Job openings are posted for a minimum of seven calendar days.  The review and selection process may begin as early as the eighth day after posting. This opening 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.