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How to Apply

A cover letter is required for consideration for this position and should be attached as the first page of your resume. The cover letter should address your specific interest in the position and outline skills and experience that directly relate to this position.

Job Summary

The Administrative Specialist position is a member of the Safety & Quality team within CW Administration. This role is responsible for supporting various activities of the patient safety and quality team to ensure effective and efficient operations including response to safety events occurring in clinical units within C.S. Mott Children’s and Von Voigtlander Women’s hospitals. This role will support processes and committee work to continuously improve detection and prevention of patient safety events and support efforts to improve systems and processes to mitigate the risk of patient harm. This role will report to the CW Patient Safety Program Manager and may also take direction from or liaison with the Administrative Director of Safety & Quality, C & W.

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.

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 30,000 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.

What Benefits can you Look Forward to?

  • Excellent medical, dental and vision coverage effective on your very first day
  •  Retirement Savings Opportunities

Responsibilities*

40%       Patient Safety Event Review Support:

  • Support safety event review committees for pediatrics and VVWH: pull & prepare RL Solutions weekly reports, track event scoring, update databases with event scores, distribute output reports, and issue follow up.
  • Perform data entry in patient safety reporting system and other data repositories
  • Edit and format draft documents for event reviews and meeting support; assist in preparation of final event review documents and presentations.
  • Monitor timeliness of event reviews requested by the Michigan Medicine Safety Event Review Committee.
  • Track action plan items and follow up on decisions and other assignments as directed by Patient Safety Program Manager.
  • Assist in integration of safety report and action plans to unit DMS boards
  • Support the implementation of new processes following event reviews, assisting MPLAN leaders in convening workgroups and driving change.

30%       Safety Culture Advancement:

  • C & W Safety Huddle
    • Ownership of Safety Huddle Facilitator Outlook Calendar and Email Groups
    • Posting of CW Safety Huddle Reports to Website
    • Weekly changes to Safety Huddle process/templates
  • Good Catch Awards
    • Good Catch Nominations: Tracking, Collect Winners Personal Information
    • Creation and distribution of Thank You Notes
    • Awardee recognition: communications, awards, submission of nominations to external “Good Catch” award programs
  • C & W Safety Rounds
    • Coordinate rounds on all inpatient units and scribe feedback
    • Coordinate debriefs with rounding team, and track issues and follow up
    • Summarize feedback for OPS
    • Send rounding thank-you notes

 

20%       Data Management:

  • Maintain operational data for both individual event reviews and patient safety event team process and outcome measures.
  • Build reports for CW patient safety team ad hoc as needed.
  • Work with RL administrators to identify gaps in discrete data points necessary for reporting timely data on adverse event and event team operations.

 

10%       General Support:

  • Operate and perform job responsibilities with a high degree of autonomy in decision making.
  • Manage and ensure timeliness of event reviews.
  • Anticipate needs and monitor status of projects.
  • Data submission, supporting follow up on safety event action plans.
  • Compose and edit documents and emails to both internal and external stakeholders; requiring broad thinking skills, strategic problem solving skills and decision making skills.
  • Copy edit external and internal departmental communications.

Required Qualifications*

This position requires a high level of organizational, analytic, and problem solving skills. Must be able to prioritize tasks, work independently, handle multiple tasks simultaneously, and be able to synthesize big picture/goals into specific tasks required to reach objectives.

  • Bachelor's degree in a relevant field of study, or an equivalent combination of education and experience is required. Minimum 4-6 years progressively responsible administrative support.
  • Must have a proven track record of successfully and positively working with leadership, faculty, and staff.
  • Must possess exceptional verbal and written communication skills. Meticulous proofreading skills/attention to detail is required.
  • Must have a strong dedication to customer service and an ability to work within a team-focused, participative management framework.
  • Must possess the ability to assess competing priorities, manage workflow, and meet operational deadlines in a complex organization with minimal supervision.
  • Must have a high level knowledge of Microsoft Outlook, Excel, PowerPoint, and Word.
  • A proven ability to use discretion and appropriate judgment regarding sensitive and confidential matters is required.

Desired Qualifications*

Ability to demonstrate management of projects with successful implementation and outcomes to include action planning, tracking action items, and development and tracking of metrics for process and outcome measures.  Experience in a healthcare setting with knowledge of clinical terminology and an understanding of healthcare delivery and clinical roles.  Experience in patient safety or risk management setting, CPPS preferred. Experience working with Microsoft Publisher, Visio, and Qualtrics.

 

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.