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Job Summary

Michigan Medicine Community Health Services is currently seeking an Administrative Assistant Associate for one of its programs, The Housing Bureau for Seniors (HBS). This position will provide administrative support to the HBS Director and, as needed, the entire HBS Team.

Under general direction, provides administrative and patient care support to HBS. Working collaboratively with multiple community teams to ensure that the unit operates efficiently and effectively to provide services which will enhance and support older adults seeking assistance.

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* (approximately 50%)

  • Receptionist for HBS.
  • 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 a master schedule of project/funder due dates.
  • Schedule and arrange staff/committee meetings.
  • Order office supplies, business cards, etc.
  • 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.
  • Prepare purchase order requests and identify appropriate vendors as needed.

Patient Care Support* (approximately 25%)

  • Will assist Program Staff Team as needed with programming for older adults: To provide information and resources to older adults (and/or their families) who are seeking new or improved living arrangements so that they can understand their options and make informed decisions.
  • To provide links to community resources: design, participate and implement programs to meet seniors needs; collaborate with other health, mental health and allied health professions in delivering services to older adults; and provide education to the community about housing issues.

Financial and Data Assistance* (approximately 20%)

  • Complete administrative financial tasks such as Pcard 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.
  • 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.
  • Acknowledge and record all gifts and fundraising income.
  • Send donor gifts to Development; review weekly development reports for gifts to the unit and prepare thank you letters.

IT Assistance* (approximately 5%)

  • Secure passwords/authorizations for staff and interns for computer and email access.
  • Coordinate 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. All other duties as assigned. 

Required Qualifications*

  • Two years of related experience, including some financial tasks necessary.
  • Ability to type 40-60 wpm with accuracy.
  • Proficient use of Windows, Microsoft Word, Excel, Power Point, Qualtrics, MiChart and familiarity with functionality of various databases.
  • Excellent verbal and written communication skills are necessary.
  • Ability to work with and interact with  diverse, multicultural groups.
  • 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 moving program materials and equipment and performing room set-up as needed.

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 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

In response to the COVID19 pandemic, the HBS Team is currently working remotely. This position will require up to 2 days in office with the remainder of work week working remotely, or as otherwise determined Michigan Medicine guidelines.

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.