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Job Summary

The Peds Nephrology division is seeking a motivated Administrative Assistant/Fellowship Coordinator to provide highly responsible and complex administrative support. This position will be supporting the Division Director, Service Chief and Faculty. This position will have fellowship coordinator, along with other administrative duties.

Responsibilities*

AA Responsibilities

  • Duties include but are not limited to:
  • Provide high-level administrative support to the Division Director and Fellowship Director. Serve as the administrative support person for the Division Administrator
  • Represent program and disseminate program information to internal and external candidates and faculty.
  • Maintain the Director/Fellowship Director's calendar and schedule appointments.
  • Perform a wide variety of administrative functions including all aspects of meetings, appointments, and event/travel planning.
  • Initiate, edit and proofread written correspondence, reports and other materials as requested.
  • Assist temporary and new employees with orientation and familiarization with policies and procedures of the division.

     

  • Maintain faculty CVs, renew annual memberships for faculty and assist with monitoring licensure renewal dates.

     

  • Submit Concur reports on behalf of faculty and reconcile P-card transactions.

     

  • Oversee purchasing for office supplies, prepare invoices for outreach billing.

     

  • Manage special purpose trainee applications, credentialing, onboarding and off boarding. Assist with clinical and on-call schedule and manage swaps/coverage.

Fellowship Coordinator Duties

  • Serve as the Pediatric Nephrology Fellowship Coordinator (GPA) for up to six fellows

Assist the Fellowship Program Director with operations of the program

  • Track and gather data
  • Input answers into surveys/reports
  • Updates web-based programs Annually
  • Maintains schedule in MedHub
  • Links evaluations for faculty and fellows
  • Process reimbursements for fellows
  • Maintain records of current and former fellows
  • Assists with requests from the Department of Pediatrics
  • Oversee details of recruitment of new fellows
  • Communicate with fellowship candidates
  • Use the Electronic Residency Application Service (ERAS) website to invite and schedule applicants.
  • Coordinate interviews
  • Provide reservations for any paid travel expenses- ie. Transportation/hotel, etc. 
  • Communicates with the Michigan Medicine Graduate Medical Education (GME) Office on programmatic and fellow issues
  • Understands and follows provisions of the House Officer Association (HOA) Contract
  • Processes leave of absences
  • Processes holiday pay requests
  • Processes meal allowances
  • Oversees the onboarding of new fellows
  • Gathers all necessary documents for fellow credentialing
  • Communicates deadlines for incoming fellows
  • Organizes orientation materials
  • Orders Lab Coats
  • Assists with fellows who complete the fellowship program (off-boarding)
  • Follows checklist to ensure all areas of compliance are covered.
  • Participate in continuing education activities
  • Attend GME Program Administrator meetings, as announced throughout the year
  • Participate in the GME Monthly Foundations Series, if new to GME

Required Qualifications*

  • Minimum 4 years’ experience in an administrative setting.
  • Successful work experience with broad responsibilities in a large, complex organization
  • Bachelor's Degree is required or administrative experience with proven ability to be responsible for fulfilling.
  • Excellent interpersonal skills and ability to work as a cooperative team member with staff, other University offices and with outside constituents.
  • Excellent oral and written communication skills
  • Ability to manage a large and varied workload with excellent attention to detail and to meet deadlines in a timely manner while demonstrating flexibility when priorities and deadlines change.
  • Knowledge of Medical School Policies and procedures.
  • Capacity to exercise initiative, independent judgment, diplomacy, and confidentiality with a positive attitude.
  • Excellent computer skills-proficient use of Microsoft programs. Excellent attendance records.

Desired Qualifications*

  • Administrative support experience in a University of Michigan department or program is strongly desired.
  • Knowledge of Concur Travel and Expense systems. Experience with MiChart electronic health record system.
  • Previous experience as a Fellowship Coordinator (GPA)

Additional Information

Supervision: Functional and administrative supervision is received from the Division Director and Division Administrator for Pediatric Nephrology

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.