Admin Specialist Inter Health

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 Physician Relations and Outreach (PRO) Operations Manager is responsible for creating an engaging office environment and positive interactions with all visitors and staff. The Operations Manager has the authority to act independently and responsible for small or large projects. They develop, present and implement recommendations to the administrative director of physician relations and outreach.  They also work within University of Michigan policies and procedures to oversee the day-to-day administrative operations. The Operations Manager works actively, internally and externally to ensure that Physician Relations and Outreach Finance, IT and Human Resources needs are met. 

Physician Relations and Outreach is part of the Office of Patient Experience.  We are committed to promoting and sustaining the ideal patient and referring physician experience through excellence in patient and family centered care. Each employee is expected to understand and demonstrate that in every interaction we represent our entire organization in the care we provide and in the courtesies we extend to referring physicians, patients, families, and each respective team member. 

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*

Finance: 

• Monitor budget expenses on a monthly, quarterly, and annual basis for PRO. 
• Provide the Chief of Patient Experience and directors with monthly budget summary reports.
• Serve as the primary contact to Purchasing and Finance to address initial concerns or independently respond to budget or financial process changes. 
• Create and utilize complex Excel spreadsheets with formulas, pivot tables, and internal coding to track, analyze and reconcile monthly expense data.  Prepare, analyze and present budget reports. Use performance indicators to identify potential improvements to reduce costs, enhance value and quality. 
• Process monthly financial reconciliation requirements.
• Monitor and process monthly PCard purchases.  
• Track salary data, make recommendations to directors and process annual employee salary program requirements.
• Prepare and maintain vendor contracts, request for proposal (RFP) and purchasing order (PO) requirements. 
• Manage the Online Access Request System (OARS).
• Create and manage effective internal controls for equipment inventory and process capital equipment requests. 
• Oversee the preparation, analysis, and review of contracts related to purchasing materials, supplies, products, or services. Participates with the director in the negotiation with the vendor. 
• Prepare sole source justifications and manage the competitive bid process for contracts exceeding $10K. 
• Work closely with OPE managers to make purchasing recommendations. 

Human Resources: 

• Utilize U-M Human Resource Management systems, such as MPathways and eRecruit.
• Coordinate retirements and succession planning.
• Process personnel action requests for staff as needed.
• Prepare job postings and job offers. 
• Serves as the project manager for the hiring process. Conducts and analyzes the initial hiring assessments and make recommendations on the candidates to move forward. Participate in the in-office interviews and make recommendations to the director related to final qualified candidates.
• Develop new employee orientation plan and serve as the unit preceptor for onboarding to Physician Relations and Outreach during the first 90 days. 
• Conduct exit interviews, summarize results to identify opportunities and gaps, make and implement recommendations for improvements. 
• Process timekeeping and payroll information for 47 staff within Physician Relations and Outreach employees, including two nurses. 
• Coordinate annual performance evaluation process.  Educate staff on the new Performance Valuation Form and answer questions.
• Serve as the project lead for PRO employee engagement initiatives. Lead the PRO employee engagement committee, develop unit action goals in partnership with the director and monitor progress. 
• Handle tuition reimbursement requests and make budget recommendations.  Educate staff on tuition reimbursement policies and answer questions.
• Maintain employee personnel files and blue folders, auditing and reporting to Human Resource Management as required by the Joint Commission.  PRO lead for electronic blue folder conversion.  Work closely and support OPE units in their conversion.
• Monitor overtime and review gross pay registers for accuracy.  Meet regularly with director to identify issues and address concerns.
• Monitor and provide reports for Paid Time Off and Paid Time Unscheduled balances.
• Work with staff to coordinate leave of absences. Educate staff on leave of absence process, extended sick and FMLA usage.

Administrative: 

• Oversee and manage office operations, events and administrative projects for Physician Relations and Outreach.  Serve as initial point of contact for staff related to HR, financial and administrative issues/questions.
• Coordinate project requests from other departments in Michigan Medicine.
• Partner with PRO director to plan for FY professional development and training needs.  Register staff for HR courses, training and conferences.
• Plan and prepare travel arrangements, including travel expense reimbursement.
• Partner with Physician Liaison team to identify traveling needs. Process mileage and travel reimbursement requests within U-M Concur system. Reserve U-M fleet vehicles and arrange vehicle maintenance requirements with Transportation. 
• Conduct annual space survey, define, and present space needs, manage office renovations, telephone relocations, office equipment, computer equipment purchase needs, building maintenance, property disposition and custodial issues. Order and maintain office supplies.
• Manage the office and storage space. Serve as unit liaison with building manager. Liaison to Security for badges, keys and access to our building and department, as well as any security issues that may arise. Manage unit parking pass.
• Maintain and safeguard department records and personnel files.
• Update the Continuity of Operations Plan (COOP).

Project Management: 

• Manage the contents on the Physician Relations and Outreach SharePoint site.
• Manage large projects such as the Physician and Clinic Directory and Referring Physician Survey. 
• Assist with outreach planning. 

Required Qualifications*

• Bachelors degree or five years or more of related complex work experience in a senior level administrative role with progressive responsibilities and independent decision making.
• Experience in physician relations or comparable services. 
• Proficiency of U-M MPathways systems, including Finance, HR, payroll, Concur, Travel Booking.
• General background and knowledge in accounting procedures, bookkeeping and budget experience. 
  Ability to understand and analyze financial data. 
• Ability to function independently and applies independent judgment in a multi-task environment. 
• Demonstrate ability to achieve high performance goals and meet deadlines in a fast-paced environment.
• Experience in office management and handling a diverse set of administrative tasks.
• Flexible as it relates to schedule, responsibilities, and priorities.  
• Ability to present information in a consistent, organized, and accurate way. 
• Ability to communicate and work effectively with a diverse staff.  
• Ability to work in a self-directed, organized manner. 
• Good working knowledge of office procedures and office management. 
• Excellent ability to effectively communicate in both a verbal and written manner. 
• Proficient technical skills,  Microsoft Office (Word, Excel and PowerPoint). 
• Proficient with survey tools and SharePoint.
• Project management experience and PM software applications.
• Effective problem solving and negotiating techniques. 
• Knowledge of human resources concepts, practices, policies, and procedures. 
• Knowledge of Cornerstone Learning. 
• Disciplined and able to maintain confidentiality. 
• Ability to show flexibility in response to change and accommodate new methods and procedures.
• Knowledge of University of Michigan policies and procedures.

Desired Qualifications*

Familiar with Michigan Medicine nurse contract, professional structure and evaluation process. 

Work Schedule

Monday through Friday 8:00 - 5:00 pm

Work Locations

Our office is located in Ann Arbor, MI

This job has the potential to be performed remotely five days a week if desired. High speed internet is a requirement for this position and its cost is the responsibility of the staff member.  There may be occasions where the staff member may need to report to the business office location, including meetings, computer or technology requirements, or to complete work that is not possible to handle remotely. Computing resources including required software applications, VPN, desktop or laptop computer, monitor, keyboard and mouse, will be provided by the employer.  Office equipment such as phone, desk, chair, and printer are not provided.   Basic supplies such as paper and pens, are stocked at the business location and are available to remote staff for pick-up should they choose.  Unless otherwise agreed in advance with your manager, additional hardware, software, printing, and cost of office supplies preferred by the staff member, are the responsibility of the employee.

This position may be eligible for remote and/or flexible work opportunities at the discretion of the hiring department.  Flexible work agreements are reviewed annually and are subject to change dependent on the business needs of the hiring department, throughout the course of employment.

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.