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 Graduate Medical Education (GME) Office provides oversight for ongoing compliance with institutional and program-level accreditation and physician education requirements for the provision of graduate medical education at Michigan Medicine. The GME Office is recruiting an Administrative Specialist to provide administrative support to a variety of GME Office operations and initiatives. This position will report to the GME Administrative Manager.
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*
Extracurricular Medical Practice (Moonlighting) Activity and Payments:
- Oversees training program compliance related to moonlighting.
- Processes Moonlighting Request Forms, ensuring House Officer meets eligibility requirements.
- Updates and maintains moonlighting activity in MedHub.
- Receives and reviews House Officer internal moonlighting timesheets.
- Partners with Financial Specialist to ensure PARs are reviewed.
- Ensures House Officers are in compliance with the ACGME work hour?s regulations.
- Approves or declines the release of claim history with Risk Management.
- Apprises the Associate Dean for GME of any moonlighting issues.
- Prepares high-level reports as requested.
Annual GME Off-Site Elective Rotation Program:
- Prepares and distribute yearly off-site rotation application materials, attachments and policies to all Program Directors/Program Administrators.
- Ensures application materials are in compliance with relevant SPGs.
- Maintains and tracks House Officer applications.
- Documents details for Associate Dean for GME and creates follow up correspondence.
- Drafts and distributes approval and denial correspondence.
- Tracks Program Letters of Agreement.
- Tracks receipt of the House Officer off-site evaluation forms.
Administrative support to, and participation on, the GME Innovations Committee.
- Schedules committee and PI meetings.
- Creates meeting minutes.
- May assist with Call for Submissions, communications for program promotion, correspondence, GME Innovations budget, and preparation with financial and program reports as requested.
Initial point of contact for all GME guests and main line phone coverage.
- Answers a diverse range of GME operations questions.
- Identifies personnel within GME, and outside the department, to provide assistance.
- Directs incoming calls and inquiries to appropriate individual.
- Routinely monitors messages and promptly returns calls.
Maintenance of GME Office suite, including office equipment and supplies.
- Maintains inventory list of office supplies, monitors, and places orders as needed.
- Sorts and distributes departmental mail.
- Maintains organization of the office suite.
- Resolves equipment issues and submits maintenance requests as needed.
- Contact for vendor contracts for suite.
- Places maintenance requests.
Oversight of House Officer verification requests.
- Responds weekly to verification requests, ensuring appropriate response.
- Monitors the submission of completed Final Verification Evaluation Forms.
- Enters historical training data into a database.
Storage unit coordinator.
- Oversight of terminated House Officer, SPTs, and APTs blue folder archiving and scanning.
- Oversight of historical document scanning.
- Maintains accurate listing of storage unit contents.
- Requests and retrieves files as needed.
Assists GME professional staff (11 FTEs) on a variety of tasks/projects, including but not limited to:
- Preparation of materials including copying, filing, data entry and creation of documents, presentations, and spreadsheets.
- May be responsible for parts of a project.
Cash handler for incoming payments and petty cash.
Serves as GME Office Safety Liaison.
- Schedules and runs annual safety drills.
- Completes and submits required reports.
- Oversight of GME Office suite safety/compliance board postings.
Maintenance of Program Director/Program Administrator contact listing and email groups.
Reconcile GME Financial Specialist?s PCard and prepares expense reporting reimbursement requests for staff.
Assists with incoming house officer institutional orientation and onboarding.
Provides coverage to the GME Executive Assistant.
Additional duties and responsibilities as assigned.
Required Qualifications*
- Bachelor?s degree or equivalent combination of education and experience.
- 3-5 years of Administrative Assistant (senior or higher) and office experience.
- Demonstrated strong organizational, attention to detail and accuracy skill set
- Proven ability to prioritize, meet deadlines and produce detailed and accurate work.
- Proven ability to accurately apply independent judgment.
- Proven ability to a proactive approach to all responsibilities.
- Demonstrated ability to work under general supervision, establish priorities and function as an integral part of a highly productive team.
- Excellent computer skills (especially in Microsoft Outlook, Word, Excel, PowerPoint and Adobe Acrobat).
- Excellent verbal, interpersonal, and organizational skills with a strong customer focus.
- Proven ability to assess and handle highly sensitive and confidential matters.
- Effectively represent the GME Office in all communications with individuals internal and external to the office/University and at all levels of the organization.
- Must be dependable with a history of excellent attendance.
- Able to participate in occasional evening meetings.
Desired Qualifications*
- Previous experience in an academic environment, preferably medical education.
- Proficiency in Outlook calendar management.
- Knowledge and experience with budget creation, monitoring and Statement of Account reconciliation.
- Experience with Emburse Enterprise.
- Knowledge of University policies and procedures.
Work Schedule
Monday-Friday
Work Locations
Northeast Corporate Center (Green Road). Hybrid available with minimum 2-days onsite.
Modes of Work
Positions that are eligible for hybrid or mobile/remote work mode are at the discretion of the hiring department. Work agreements are reviewed annually at a minimum and are subject to change at any time, and for any reason, throughout the course of employment. Learn more about the work modes.
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 Statement
The University of Michigan is an equal employment opportunity employer.