Administrative Assistant Senior, Non-exempt
Rogel Cancer Center ACU
This position plays a critical role in providing high quality administrative support to the nursing leadership and nursing staff in the Rogel Cancer Center focusing primarily on the infusion teams. This person performs advanced, diversified, and confidential secretarial and administrative duties requiring broad comprehensive experience, skill and knowledge of our organization’s policies and procedures.
The University of Michigan Health System 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.
- Responds to direct calls, email, and/or skype appropriately and in a professional and timely manner
- Maintain calendars, schedule meetings and conference rooms, and other appointment/engagements as requested by the infusion nursing supervisors
- Supports educating staff and/or processes reimbursements for infusion staff through the Concur system
- Produce documents such as agendas, meeting minutes, workload reports, including complex tables, charts and graphs
- Produce graphics and slide presentations using PowerPoint
- Assist with special projects and serve as back up to other ACU administrative assistant support as needed
- Prepare and process payroll for bi-weekly pay periods into OneStaff and Wolverine meeting all deadlines.
- Ensure payroll is timely and accurate. Process prior payroll period adjustments and/or off cycle deposits as needed. Review and reconcile Gross Pay Registers.
- Attend monthly timekeeper, admin assistant, and other departmental meetings.
- Attend nursing workload meetings as needed.
- Review and maintain daily staffing grids, ANSOS schedule development support, and work with staff and management to ensure grids are accurate.
- Monitor overtime usage, including trigger reports.
- Process quarterly and annual special payments.
- Monitor PTO balances; providing updates to staff and management.
- Assist with annual PTO process.
- Maintain personnel Blue folders, ensure folders are up to date and set up new employee folders or obtain transfer folders.
- Assist management with yearly evaluations, including coordinating feedback, gathering information and scheduling.
- Partner with HR representatives on FMLA and track usage for payroll.
- Partner with HR on job postings, set up interviews, and new employee payroll orientation.
- Assist supervisors with call in and coverage, including working with ACNRP.
- Supports licensure tracking is current and up-to-date
General supervision is received from the Senior Nursing Director and Nursing Supervisors. Staff members in this classification are expected to work independently and regularly exercise good judgment in setting priorities, resolving operational problems, and the application of policies, procedures, and methods, while maintaining strict confidentiality at all times
- Four or more years of highly responsible and relevant secretarial/administrative assistant experience (supporting a leader/manager/team)
- Excellent verbal, interpersonal and organizational skills, ability to set goals, organize/prioritize tasks effectively and efficiently;
- Strong customer focus
- Ability to exercise good judgment and work both independently and as a member of our team
- Proven ability to manage projects and/or complex work processes
- Ability to appropriately handle confidential and sensitive information
- Ability to compose and produce professional correspondence.
- Demonstrate expert computer skills, including the ability to demonstrate proficient use of Microsoft Word, Excel/Google Sheets, PowerPoint, and Outlook.
- Extensive experience in payroll and staffing.
- At least one year of experience in a hospital or clinical setting
- Reasonable knowledge of medical terminology
- Reasonable knowledge of account reconciliation and fiscal report preparation
- Reasonable knowledge of Michigan Medicine policies and procedures
- Experience in UM software systems; M-Pathways, Onestaff/ANSOS, M-Learning and Wolverine Access.
- Knowledge and familiarity of the UMPNC contract.
Evidence of qualifications is provided by previous employment, references, interviews, and performance evaluations
This position primarily serves the Adult Oncology Infusion Nursing teams in the Rogel Cancer Center, CW Adult BMT & Leukemia, and research areas.
Monday - Friday Days; 8am-430pm but hours vary based on deadlines requiring flexibility, this position is eligible for WFH once critical competencies are established and with manager discretion.
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.
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 COVID-19 Vaccination Policy
COVID-19 vaccinations are now required for all University of Michigan students, faculty and staff across all three campuses, including Michigan Medicine. This includes those working or learning remotely. More information on this policy is available on the Campus Blueprint website or the U-M Dearborn and U-M Flint websites.