Administrative Assistant

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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

Department Summary:

The University of Michigan (UM) University Health & Counselling (UHC), a unit of Student Life, is a large ambulatory, a multispecialty health clinic that serves a large and diverse student body of more than 50,000 students, as well as UM faculty and staff. UHC provides clinical services throughout its primary care and specialty clinics, as well as health and wellness education and promotion.  In additional to health care, UHC also provides comprehensive counseling and psychological services. UHS is committed to promoting and protecting the health of students and other members of the University community so that they achieve their educational and personal goals. Through our programs, services and partnerships, we foster lifelong learning in support of individuals' becoming active participants in their health and wellness.

Position Summary:

The UHC Administrative Team supports the infrastructure of our workflows and processes. Our Administrative support staff assist with a wide scope of duties that promote maximum functionality for our directors and other leadership. These include aspects such as, calendaring, hosting, event planning, meeting support/minute taking and general office duties.

Responsibilities*

UHC Leadership Team Direct Support: 60%

  • Provide administrative support to UHC leadership which includes the Executive Director/Chief Mental Health Officer and the Medical Director.
  • Provide backup administrative support to other leadership roles when coverage is required.
  • Coordinate the various UHC committees including the Governing Body by reserving meeting rooms, preparing agendas, attending meetings, taking minutes and completing follow-up activities.
  • Schedule appointments and exercise discretion and judgment as to priorities and effective use of the Executive Director's time.
  • Maintain follow-up systems to ensure deadlines are met.
  • Coordinate travel arrangements for Directors, and reporting staff as needed.
  • Review incoming mail and sort as to importance and priority.
  • Support creation of financial reports for Executive Director, Administrative Director, and other Leadership in partnership with ITBS as needed. Ex: Annual ACHA submission.
  • Answer telephone inquiries, exercising judgment in giving out information; routing messages; and offering arrangements to have calls returned at practical times for UHC Leadership.
  • Coordinate the handling of routine personnel actions and other office functions with the UHC Administrative team.
  • Coordinate recruitment visits for administrative and other staff as requested.
  • Assure compliance with affirmative action, safety programs, and regulatory agencies.
  • Act as liaison to faculty, staff, students, patients, outside agencies and the public concerning inquiries or complaints requiring interpretation of policies and procedures.

General Administrative Duties: 40%

  • Primary contact to third-party carriers in matters concerning credentialing and provider enrollment.
  • Primary contact for the Michigan Medicine Medical Staff Services Department related to matters of credentialing.
  • UHC clinician credentialing and re-credentialing coordinator.
  • Maintain Michigan licenses binder for UHC Clinicians and other credentialed staff  
  • Primary contact with U-M MCIT related to the UHC MiChart access spreadsheet.  
  • Coordinate the transmission and tracking of bi-weekly Students Accounts.
  • Coordinate the AAAHC accreditation, arranging meetings, taking notes, updating UHC policies and procedures, overseeing the Policies and Procedures Sharepoint system.
  • Work with UHC Accreditation Lead Team, managers and supervisors with preparation of the UHC policies and procedures.
  • Assist with AAAHC 3-year re-accreditation application, required documents, and participate in the 3-year AAAHC audit review.
  • Reconcile P-card statements, membership renewals, including ACHA and other travel and hosting expense reports for UHC leadership.
  • Provide training to new physicians regarding credentialing matters.
  • Coordinate the Big10+ spreadsheet and ListServe.
  • Assist with internal and external audits; coordinate catering, reserve space, other duties as needed.
  • Assist with UHC wide communications in coordinating and posting schedule variations.
  • Provide and track discount parking /QR tickets for visitors.
  • Support catering functions such as retirements, Milestone events and other recognition.
  • Other duties as assigned, may include support for educational events such as coordinating medical supplies for staff covering the Biological Station or `Summer Careers in Medicine?.
     

Required Qualifications*

  • High school diploma or GED
  • Minimum of 4 years of administrative support experience in a healthcare setting or related field.

Desired Qualifications*

  • Associate's degree in a business or health-related field
  • Experience supporting a leader
  • Reasonable knowledge of medical terminology
  • Knowledge of university's policies and regulations
  • Bi-lingual or multi-lingual skills
  • Knowledge of third-party reimbursement, policies and procedures
  • Proficiency in MiChart, Outlook, Microsoft Word, Excel, PowerPoint, Google software, Zoom

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.

Additional Information

Position Responsibilities Criteria (leadership and behavioral qualities expected in this position):

  • Competency in leadership, ability to work with various other job families, such as clinical and nursing.
  • Proficient with Microsoft Office software including Word and Excel.
  • Experienced in minute-taking
  • Able to multi-task and work in a fast-paced, busy environment
  • Able to take direction from multiple disciplines
  • Flexible to work between multiple areas
  • Demonstrated interpersonal and customer service communication skills (patients, families, and members of the healthcare team)
  • Demonstrated ability to handle confidential and sensitive situations and communications.
  • Demonstrated ability to work independently and as a member of an extended team

Financial/Budgetary Responsibility:

  • N/A

Working Conditions:

  • On-site with some remote work possible.

Physical Requirements:

  • Work is normally performed in a typical interior/office work environment.

Direct Reports:

  • None

This role may have reporting obligations under Title IX and Clery.

Authorization to work in the U.S. is a precondition of employment and applicants for this position will not be sponsored for work visas.

Salary may vary depending on qualifications, experience, and education of the selected candidate.

Relocation will not be offered for this role.

Selected candidates whose start date is 4/1/2025 or after, will not be eligible for the university FY25-26 salary/merit plan unless otherwise notified.

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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.