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Job Summary

The Administrative Manager will play a significant role in providing high level administrative and strategic support to department leadership. Daily responsibilities could include applying professional expertise and service excellence to advance the mission and operational objectives of the department, leverage experience and knowledge base to guide and influence decision-making with direct impact to operations, and facilitate and engage in team-based problem solving and process improvement initiatives. Additionally, the administrative manager will have primary leadership and management responsibilities for the administrative assistants within the department. The administrative assistants are critical members of the team and the administrative manager will support their success and contributions to the department.

Why Work at Michigan?

The Department of Ophthalmology and Visual Sciences is the academic home for over 100 faculty and nearly 200 staff who are passionate about improving lives through curing, preventing and treating eye disease. The Kellogg Eye Center, employing another 300 staff, is the flagship clinical site for a network for eye care clinics that annually provide greater than 200,000 outpatient visits and 8,000 surgeries. Together, the Department of Ophthalmology and Visual Sciences and Kellogg Eye Center represent the highest quality in patient care, innovative research and robust training for all learners in ophthalmology and visual sciences. The Department and Kellogg Eye Center as entities of the larger academic medical center, have significant interactions across all components of Michigan Medicine to integrate and advance all missions including clinical, research and education. As a member of our team, you will join a family of dedicated individuals all collectively contributing toward improving lives around the world by enhancing vision.

Why Join Michigan Medicine?

Michigan Medicine is one of the largest health care complexes in the world and has been the site of many groundbreaking medical and technological advancements since the opening of the U-M Medical School in 1850. Michigan Medicine is comprised of over 26,000 employees and our vision is to attract, inspire, and develop outstanding people in medicine, sciences, and healthcare to become one of the world’s most distinguished academic health systems.  In some way, great or small, every person here helps to advance this world-class institution. Work at Michigan Medicine and become a victor for the greater good.

 

 

Responsibilities*

  • Provide full-scope administrative support to department’s senior leadership including: Vice Chair(s), Senior Advisor to the Chair, and other faculty and administrative leaders as needed
  • Interface and support clinical, research and educational missions working in a matrix environment within the department and larger Michigan Medicine enterprise
  • Act as administrative liaison with internal or external stakeholders i.e. represent on committee work
  • Initiate, develop, implement and improve administrative procedures to enhance department operations in support of the Kellogg Eye Center mission
  • Prepare reports and recommendations on administrative matters that directly impact operations to department leadership
  • Resolve operating and administrative issues through team based problem solving skills
  • Conduct analyses and propose action plans to optimize administrative functions and general departmental operations
  • Proactively manage and address administrative matters to maximize the efficiency and effectiveness of department’s senior leadership team

 

  • Provide leadership and management for the administrative assistants including:
    • Strategic recruitment, hiring, terminating and workforce planning
    • Daily oversight for operational functions of the administrative assistant workforce
    • Performance management with actionable improvements where necessary
    • Prepare and execute disciplinary plans and evaluation review
    • Onboard, orient, train (including cross training) to expand knowledge base and leverage expertise of individual contributors
    • Support and initiate career growth opportunities and cultivate strong mentorship relationships for continual employee development
    • Partner with HR and department leadership to drive high levels of employee engagement
    • Implement new initiatives, support change management and conduct process improvement activities to elevate performance and capabilities of administrative assistant team
    • Create staffing models and coverage assignments that promote shared learning, lean principles, and excellent service
    • Interface with faculty and department staff at all levels to champion the success of the administrative assistant workforce
    • Provide leadership for enhanced engagement and contributions of the administrative assistant team

Required Qualifications*

  • Demonstrated leadership skills, with excellent interpersonal and communication skills, including experience in conflict resolution and change management. 
  • Bachelor's Degree and prior management, supervisory or leadership experience required.
  • Minimum of 3-5 years of leadership and supervisory experience, ideally in a matrixed environment.
  • Familiarity with Academic Medicine and Health care industry processes and knowledge of operations desired.                   
  • Effective written and oral communication, problem solving skills, and customer service approach
  • Ability to work independently and as a part of a collaborative group with a commitment to team building and support
  • Competent in leadership and management techniques and skills
  • Able to evaluate and make changes to process, toward continuous quality improvement and solutions oriented
  • Prioritize and complete tasks in a timely and effective manner
  • Facilitate team work necessary to leverage day to day operations
  • Ability to lead large group meetings in a professional and productive manner
  • Expert computer skills including proficiency with MS products (Word, Excel, PowerPoint, etc.)
  • Excellent interpersonal, communication and customer skills

Desired Qualifications*

  • Experience with lean and project management
  • Ability to work in complex systems in a matrix organization
  • Experience with data analytics programs (Toad, Tableau, etc.)
  • Knowledge of University policies and procedures
  • Familiarity with Michigan Medicine, University of Michigan Medical School and University of Michigan Medical Group principles, procedures, policies and standards
  • Familiarity with Academic Medicine and Health care industry processes and knowledge of operations desired.                   
  • Experience using MiChart/Epic electronic medical record

Work Schedule

 

This is a 40 hour per week position. Typical hours are 8:00 AM – 5:00 PM Monday through Friday, however, the hours will vary based on workload priorities.

Additional Information

What perks and benefits can you look forward to

  • Excellent medical, dental and vision coverage
  • Retirement savings plan
  • Sick and Vacation program and paid holidays
  • Management that provides quality training and direction
  • Maternity and parental leave

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.