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Job Summary

To plan and manage administrative and operational activities of the Department of Pediatrics; with broad authority to approve business transactions and administrative procedures in concert with the Chair and Chief Department Administrator (CDA).  Provide administrative support/guidance to the Chair, CDA and Associate Chairs in regards to Human Resources (HR), Faculty Affairs and Facilities management.

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*

Characteristic Duties and Responsibilities:

Human Resources 45%

Manage and supervise staff performing administrative functions related to staff HR, faculty affairs and facilities management within the Department.

Provide guidance and assistance to departmental/divisional leadership and supervisors on personnel management (faculty/staff), job postings/hiring, equity reviews, training, performance issues/discipline, and ensuring these are managed consistent with departmental and University policies and procedures.

Determine and approve appropriateness of staff salaries and job classifications; including Department signature authority for regular and temporary staff hiring. Oversee salary and payroll information/transactions for regular and temporary faculty and staff.

Coordinate annual staff evaluation and merit process for the Department.

Serve as the department representative to the Michigan Medicine HR Department on employment and disciplinary issues.  Attend meetings and implement programs in the department as required by the University, Medical School or Health System. Represent the Department with letters, emails, or other methods of communication exchange to various departments, units and outside agencies on behalf of employees.

Supervise the maintenance of all faculty and staff personnel files (physical and electronic) in the Department’s administrative office; assure personnel files comply with Joint Commission and Michigan Medicine requirements.

Oversight of faculty/staff compliance related to Michigan Medicine mandatories including flu shot and TB testing compliance, M-Learning, Joint Commission, disclosures, credentialing, etc.

Provide support and explanation to faculty, administrators and directors regarding policies related to vacation, paid time-off (PTO), season days, sick time, parental leaves, leaves of absence, FMLA, and other HR processes.

Respond to inquiries from central HR, Medical School and Hospital regarding personnel, payroll, timekeeping, disciplinary/corrective actions, benefits, salary equity and University compliance issues.

Conduct new employee orientation for the Department including oversight of updating and revision of orientation materials. Coordinate and assure implementation of established on-boarding/off-boarding practices within the divisions for all employees (faculty, staff, fellows) hired into the Department.

Serve as departmental contact for international employment/personnel issues concerning visas, permanent resident status, etc.  Meet with leadership within University (includes but not limited to General Counsel, International Center, Faculty Affairs) to discuss, review and stay apprised of governmental changes, updates and University practices.

Faculty Affairs 20%

Oversight and supervision of staff handling the Department Faculty Affairs processes.  Includes appointments/promotion, credentialing and various other faculty issues. Serve as member of the M-ACE committee with other Department staff in this role.

Serve as key liaison to the Medical School managing the accuracy of faculty data in the M-Stat/Faculty Components databases and M-Pathways system; also is point of contact for Department faculty issues (e.g. effort, title changes, salary adjustments, time off, etc.).

Coordinate and process the annual faculty salary program data in concert with Medical School guidelines.  Meet with Chair, Financial Director and Chief Department Administrator to coordinate efforts/data and review.  Supervise the data merge and processing of annual merit letters.

Supports the coordination of the on-line faculty absence tracking system across the Department and serves as the initial reviewer/approver for the Chair.

Coordinate and process documentation for faculty sabbaticals, retirements and/or special duty off campus activities.

General Department Administration 20%

Participate in regular Departmental leadership meetings with administrative peers, Chair, Chief Department Administrator and Associate Chairs to discuss and generate best practice policy and procedures for the Department. Provide counsel and assist the Chair and Chief Department Administrator in development and implementation of department policies and procedures including personnel issues, space and equipment usage.

Serve as Co-Chair to the Department Diversity, Equity and Inclusion Committee; provide input and opportunity for staff participation and avenues for successful events/programs on behalf of department.  Complete quarterly reports.

Oversight of the Department Recognition Committee.

Serve as general manager for 3rd floor MPB (Chair’s suite), safety and facility operations.  Includes Education, Research Administration, Event planning and Department Administration; conduct routine staff meetings with administrative and division staff.

Write letters, administrative documents and provide reports for and on behalf of Chair and CDA as needed. Create spreadsheets, reports or other data-analysis in regards to personnel, salaries, equity reviews and space/facility status within the Department of Pediatrics.  Maintain records for Department documentation.

Facility Management 15%

Manage and supervise departmental facility/space issues including providing recommendations to leadership regarding efficient space utilization across the Department and Hospital space, oversight of renovations and construction projects.

Supervise the staff on completion of the space survey for medical school research space; review and authorize research space survey. Conduct, complete and authorize the space survey for hospital space.Represent the Department on space utilization and planning with the Hospital and Medical School.

Represent the Department on space utilization and planning with the Hospital and Medical School.

Required Qualifications*

  • Bachelors degree in Business Administration, Health Administration or Organizational Management or equivalent education and experience;
  • 7-8 years of progressive administrative or management experience. 
  • 3-5 years of supervisory experience, policy interpretation and planning/managing administrative, operational and fiscal activities
  • Considerable administrative experience in health care or medical school business
  • Considerable knowledge and personnel management experience is expected for this role;  
  • Requires good communication skills (written and oral) and good judgement.
  • Reasonable knowledge of computer systems and understanding of the academic salary/financial system is necessary.   

Desired Qualifications*

Masters degree in related field.  Reasonable experience with University of Michigan HR processes.  Knowledge and understanding of Medical School Faculty Affairs and Facility Management processes.

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.