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
- 2:1 Match on retirement savings
Responsibilities*
Our team is looking for a motivated administrative professional to join our team in this critical role of the division administrative office. This will be a full time (40 hours/week) position that provides administrative support in the division on a wide range of tasks.
General division administration
- Maintain receipts for regular office supplies purchase. Generate purchase request forms, Travel and Hosting reports, and other University standard business document to initiate business transactions
- Ongoing maintenance of the QGenda system for division schedules
- Coordinate and provide solutions for space and facility maintenance projects including furniture ergonomics, workspace reconfigurations, repair requests, and office moves
- Maintain accurate and updated records of division asset including IT equipment, keys, and office supplies
- Coordinate division events including recruitment visits, lectureships, symposiums, employee recognitions, and other business events
- Staff the faculty and staff meetings, maintain meeting minutes as needed
- Coordinate the calendar events and meetings for directors, administrator, faculty members, and nursing staff
- Compile reports including narratives, charts and graphs proficiently under the direction of the division director and division administrator
- Provide cross coverage to other division administrative staff in the division during routine time off
- Update office operating procedures and maintain procedure manuals and org charts
- Assist in the continuous quality improvement of the department operations; actively participate in the quality improvement initiatives on topics affecting business operations
- Coordinate information updates for the University website and online materials associated with the division
- Other tasks and administrative projects as assigned by the division director and division administrator
Faculty / Provider support
- Provide administrative support for the assigned division faculty including schedule maintenance, meeting coordination, travel arrangement, and general administrative tasks
- Initiate, compose and edit correspondence regarding matters of a sensitive or confidential nature
- Facilitate communication with the call center and/or ACU support staff to resolve clinical and patient care issues
- Maintain clinic templates and help to facilitate template changes
- Routing and distribution of urgent clinical documents
- Assist with the ongoing maintenance of faculty CV and other academic document
- Coordinate faculty candidate interviews including itinerary, travel, accommodation, and hosting. Escort the candidates to interviews around the campus on the day(s) of the visit
- Reconcile P-Cards. Arrange faculty travel and conclude the event by completing the travel report upon the return of faculty
Required Qualifications*
- Technical Attributes:
- One to two years of progressive administrative support or business experience
- Clinical support experience including, but not limited to, appointment scheduling, template building, and patient intake using MiChart (Epic) EMR system
- Knowledge of M-Pathways and the University business systems
- Advanced level proficiency with PowerPoint, Excel, Word; track record in effective learning of computer tool and programs
- High school diploma, including courses in business administration, typing, accounting or office procedures, or an equivalent combination of education and experience
- Knowledge of University policies, procedures, and regulations
- Qualitative Attributes:
- Effective oral and written communication with customers and team members at all levels of the organization; ability to observe and maintain confidentiality
- Must be ethical, professional, and team-oriented with proven record of sound decision making within the prescribed authority and job duties
- Demonstrated ability to problem solve by proposing logical and feasible solutions
- Proven experience engaging in quality improvement initiatives within own area of responsibility
- Appearance and conduct that represent the division in a positive and professional manner at all times
- Proven ability to effectively prioritize and organize
- Ability to take initiatives and thrive under pressure; flexibility to handle occasional unforeseen urgencies
- Professionalism; excellent attendance record and work ethic
- Consistent track records of acting as a resource and positive role model for the workplace
- Able to exercise independent judgment and employ basic reasoning skills
Desired Qualifications*
- Relevant and current experience of administrative support in academic medical center setting
- Bachelor's degree in business administration and/or other business related fields
Work Schedule
Required work hours: Monday through Friday, 8 am to 5 pm. This is a 40 hour/week, full time position. Occasional flexibility of work schedule during work week may be necessary as dictated by the business needs. This position requires onsite presence on main medical campus.
Additional Information
The candidate will have the opportunity to apply clerical and administrative support skills to the role and directly influence the success of the administrative functions of the division. The position will serve as a central point of contact for a wide array of administrative functions; the ability to exercise initiative and take ownership on job responsibilities is essential. A successful candidate must be motivated to grow within the division both in breadth and depth of responsibility, and should have the drive to take on a broad spectrum of clerical/administrative duties. The work environment is fast-paced, dynamic, and engaging; teamwork and continuous quality improvement is an integral part of our daily work flow. If you seek challenging responsibilities in a collaborative team setting and are equally enthusiastic about improvement, we look forward to hearing from you.
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.