Administrative Assistant Senior

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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

The Care Management Department (CM Dept.) at Michigan Medicine is seeking a qualified candidate with a positive outlook and flexible "can-do" attitude to join our team as an Administrative Assistant Senior (AA Sr.). The Administrative staff work together as a highly functioning team, to provide the most effective and efficient support for the department.  The AA Sr. must exercise considerable discretion in matters of a highly sensitive or confidential nature and possess advanced organizational and communication skills, interpreting policies and procedures to ensure compliance with university guidelines and union contracts, along with a commitment to Michigan Medicine's core values, including service excellence while supporting the CM management team and staff of various populations.

Supervision Received

This position reports to the Associate Director, Department of Care Management, with additional matrix supervision received from the Medical Director, Department of Care Management.

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.

Who We Are

The Care Management Department is comprised of RN Case Managers, Social Workers (both MSW and BSW), Care Management Clerical Assistants, Utilization Reviews Clerical Assistants, and management totaling 200+ employees.  The staff we support is a mix of onsite, remote and hybrid workers. Our CM staff assist patients by navigating and coordinating various healthcare and/or social services for specific needs and goals.   They facilitate care plans, optimizing outcomes, experiences, and value. 

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*

CHARACTERISTIC DUTIES AND RESPONSIBILITIES

Outlined below are major responsibility themes including but not limited to break out estimation of functions and are subject to change dependent on departmental needs from expansion in line with overall organizational growth.  This is a summary of workload and will include other duties as assigned.

Payroll - Approximately 50% or more of effort

  1. Process all payroll functions including timesheets, audits, adjustments, etc. for various employee type populations and pay frequencies (Non-bargained for and bargained for, biweekly and potentially monthly)
  2. Have working knowledge/experience processing payroll for employees in the following unions
    • UMAPP
    • SEIU 
    • UMPNC
  3. Understand various Michigan Medicine pay rules and when to utilize or not to utilize them. 
  4. Ability to effectively communicate complex pay rules and system functionality to Management and employees. 
  5. FMLA application and tracking experience
  6. Scheduling support for the various disciplines
  7. Build solid relationships with Hospital Payroll, Leave Management, and Work Connections Teams

Human Resource Functions - Approximately 25% of effort

  1. New Hire/Transfer/Termination transactions
  2. Personal Action Requests (PARs)
  3. FTE changes/DBE changes
  4. Tuition Support
  5. Emburse Expense reporting assistance
  6. Will require independent judgment as to priorities and effective use of time, preparation of documents, conference agenda items, and summaries to assist or initiate action.
  7. Provide Human Resource support to our CM departmental management team and staff of over 200 deployed throughout the main Ann Arbor hospital campus.
  8. Build solid relationships with Hospital HR, HR Business Partner, and Recruiting Teams

General Office Support - Approximately 25% of effort

  1. Completing or responding to various requests received in a variety of ways (Admin Team email inbox, phone calls or walk-in traffic)
  2. Provide calendaring and administrative assistant support for the departmental management team including clerical duties and serve as the point of contact with requests for availability.
  3. Maintain open communication with fellow team members and participate in regular team meetings.
  4. Promote a welcoming, organized, efficient and professional office environment.
  5. Work with diverse teams at all organizational levels across a large, decentralized organization

Required Qualifications*

  1. Associate's Degree or equivalent combination of education and experience.  4+ years of experience.
  2. Several years (3-5) of progressively responsible administrative support experience for a large department/organization.
  3. Proficiency with computer programs such as Microsoft Outlook email, Excel, Word, Zoom; interest in and ability to learn new software applications and share data via various mediums.
  4. Experience with computer programs such as Microsoft Teams, Google Suite, DropBox, etc.
  5. Strong oral and written communication skills; the ability to write clearly and concisely for various mediums; finalize correspondence, business letters, summaries, and reports.
  6. Able to complete calculations, sometimes complex as it relates to payroll, FMLA tracking, and FTE proration. 
  7. Able to utilize tracking and follow up skills to monitor and coordinate a large volume of work, process invoices and complete employee timesheets/payroll.
  8. Demonstrate attention to detail and organizational skills.
  9. Able to work under pressure with deadlines and a high degree of accuracy is required.
  10. Demonstrated experience with scheduling/meeting management.
  11. Demonstrate ability to prioritize and complete tasks in a timely manner.
  12. Ability to work independently and cooperatively as part of a team; demonstrated ability to build positive and productive relationships with individuals at various professional levels (faculty, staff, etc.).

Desired Qualifications*

  1. Excellent problem solving and decision-making skills.
  2. Proven analytical skills and follow-through; a high degree of creativity, initiative, resourcefulness, and the ability to anticipate needs.
  3. Experience with computer programs such as ANSOS, Wolverine Access, SchedulON, Emburse, and Zoom; interest in and ability to learn new software applications and share data via various mediums
  4. Ability to handle complex projects simultaneously
  5. Ability to organize information to understand and streamline processes and workflows
  6. Demonstrated adaptability to changing priorities and deadlines and effectively collaborating with leadership
  7. Ability to perform highly responsible, administrative duties using independent judgment and professionalism.

Modes of Work

This position reports onsite to the main Hospital Campus in Ann Arbor. After a successful training/probationary period and proven performance, there will be evaluation for possible incorporation of a remote day in weekly schedule. 

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. This job 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.