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Job Summary

To provide comprehensive administrative and project management support to the Emergency Department (ED) Leadership team. The successful candidate will join a seasoned, cohesive team of administrative professionals supporting staffing, scheduling and daily operations of the Adult and Children's Emergency Services. Positive communication style and team oriented approach are essential. As is the ability to work independently and as a team and exercise discretion in all matters arising in the office. The Administrative Specialist applies deep knowledge of the principles, concepts and methods of budgeting, scheduling, payroll, HR processing, and policy and procedure drafting.  Under minimal supervision, manages multiple moderate to complex projects. As part of the administrative team, provide back-up support to other team members as needed. 

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*

  1. Provide administrative support to the Nursing Leadership team as it relates to completing all aspects of biweekly payroll for Adult Emergency Services (AES) technicians including timekeeping, verification of time accuracy in MPathways and Finance BI, employee follow-up, error troubleshooting and payroll corrections.  Serve as back up for ED Clerical and AES Nursing payroll.

  2. Provide administrative support to the Nursing Leadership team as it relates to completing all aspects of four-week AES technician schedule development and implementation, including holiday and annual PTO selection and position control.

  3. Demonstrate mastery of nursing contract language and FSLA to complete all aspects of biweekly payroll for nursing and tech staff including timekeeping in One Staff, verification of appropriate pay in MPathways and Finance BI, employee follow-up, and payroll adjustments

  4. Provide administrative support to the ED administrative team reserving classrooms, and special projects.

  5. Assist the ED Leadership team with finance reporting and transactions. Including but not limited to continuing education, recognition, tuition support, account reconciliation, and resource utilization and expense. Identify outliers and create mitigation strategies.

  6. Track staff turnover, budgeted/filled FTE, FMLA and leave of absences for AES technicians.

  7. Coordinate the performance evaluation process for nursing/tech staff. Maintain time line to ensure evaluations are completed by due date, distributing evaluations tools to the employee and tracking completion.  Collate peer feedback and create individual reports for performance review.

  8. Perform data retrieval and analysis for nursing quality metrics. Identify and report gaps in performance to leadership team.

  9. Prepare, develop, and maintain OneStaff reports such as attendance, activity, seniority and productivity for nursing leadership.

  10. Pre-screen applicants for nursing and tech positions and recommend candidates for interview. Coordinate interview and selection process. Prepare offers in HRIS. Maintain contact with candidates throughout the hiring and onboarding process.

  11. Create and maintain unit personnel files for all ED job families in compliance with TJC standards. Perform annual audits and report any issues/concerns to the responsible manager/director.

  12. Ensures compliance with RN licensure and certifications, TB screening, Fit Testing, Flu Screening and Michigan Medicine mandatory programs

  13. Manage orders and procurement of scrubs for ED staff, which includes physician assistants, clerks, AES nurses and technicians.

  14. Participate in lean and process improvement initiatives. Provide project support for teams and committees to include scheduling, communications, attendance, data collection, data analysis and minutes.  Lead and/or support special projects.  Active participant and staff support for AES Recognition Committee and manage Making a Difference Awards.

  15. Access and update MLearning for required course enrollment, and required performance metrics (MLearning Mandatories) for ED staff. Create new class offerings as needed.

  16. Update and maintain staff photos for ED staff for the department internal website.

  17. Register/reimburse via Concur continuing education courses for Clerical, AES tech, Physician Assistants and Nursing once approved by responsible manager/supervisor.   Maintain records and create reports as requested by responsible manager.

  18. Coordinate complex calendaring and travel for the ED leadership team including exercising judgment about setting priorities.

  19. Coordinate and schedule the travel of the ED leadership team and staff, including hotel accommodations and conference registrations.

  20. Review and distribute ED mail.

  21. Assist with ongoing special projects as directed by the ED Leadership team.

 

REPORTING RELATIONSHIPS:

SUPERVISION RECEIVED: Direct supervision is received from the Adult Emergency Services Nursing Services Director with oversight or reporting relationships to the ED Clerical Manager.

SUPERVISION EXERCISE: None

Required Qualifications*

  1. Four or more years of progressively complex administrative experience

  2. Associates Degree in Business/HealthCare Administration or equivalent education and experience.

  3. Demonstrated proficiency in the use of computers and software including Microsoft Office products (Word, Excel, PowerPoint, Outlook) as well as experience with database management and entry.

  4. Excellent communication skills, strong facilitative interpersonal skills, and excellent problem-solving skills.

  5. Demonstrated ability to handle and prioritize multiple projects and produce high-quality work in a timely, accurate and efficient manner.

  6. Experience in handling items of a confidential nature.

  7. Demonstrated ability to work effectively independently as well as in a team environment.

  8. Experience with payroll.

Desired Qualifications*

  1. Bachelor degree in Business/HealthCare Administration.

  2. Experience with HR/personnel processing.

  3. Experience creating shift schedules, managing paid time off, availability and shift trade requests.

  4. Knowledge of Michigan Medicine policies and procedures

  5. Experience using MPathways (Peoplesoft)

  6. Experience with OneStaff

  7. Experience with web development and maintenance

  8. Experience with HR/Personnel transactions

  9. Completion of LEAN Healthcare course

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. 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.