Administrative Assistant Sr

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 Inpatient Occupational and Physical Therapy Department is seeking a Senior Administrative Assistant to join our administrative team and serve as Administrative Assistant to the Director.  Additional duties include assisting the manager and supervisors providing all HR support (postings, hiring, new employee orientations, terminations, appointment updates, licensure tracking, reimbursements, etc.), Financial support (ordering supplies and equipment, verifying department statement of accounts, follow-up and follow-through on issues with vendors and/or other departments). Expense Reimbursements and Continuing Education tracking and reporting, and Payroll support (department timekeeper for union and non-union staff). With considerable discretion and using independent judgment, this position ensures efficient daily operational support.

Candidates for this position must excel in the following key skills; efficient and strong organizational skills, problem solving ability, excellent planning and follow-through, high quality writing skills, outstanding customer service and diplomacy, accuracy and attention to detail, and the ability to handle sensitive matters in a discreet manner. 

The successful candidate will thrive in a fast-paced environment with dynamic priorities, demonstrating adaptability, professionalism under pressure, and the capability to balance multiple competing tasks while meeting deadlines.  Building relationships and collaborating effectively with supervisors, staff and external partners across the Department and Michigan Medicine will be essential. 

This position will report to the Department Director.

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

IP Therapies, Occupational and Physical Therapy Department provides OT and PT services throughout all Michigan Medicine adult and pediatric hospitals.  We provide therapy seven days a week.  Our Management Team is comprised of a Director, a Manager and four Supervisors.  We have ~150 staff.    

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*

     OTPT Division Director Support - 30%

• Assist in the preparation of annual commodity and payroll budgets.
• Check, balance, prepare and process the annual salary increase program paperwork, maintaining bottom line equity.
• Assist in the preparation and processing of market adjustment paperwork, maintaining bottom line equity.
• Participate in the development of Division policies and procedures, ensure the updating and editing of the on-line OT and PT departmental policy and procedure manuals is maintained.
• Provide monthly, quarterly, and yearly reports and data on productivity, revenue, expenses, co-pay collection, referrals, monthly payroll spreadsheet, gift and education accounts, open and terminated positions, and supervisor and staff FTE status to Director of OT and PT.
• Manage the Division Director's calendar, making all appointments using Outlook calendar system.
• Provide administrative and secretarial support of highly sensitive and confidential matters, requiring independent discretion, judgment, and decision-making.
• Outlook Administrator for OT and PT department.      Manage department group lists.
• Maintain OT and PT department Organization Charts.
• Time Sheet Review on supervisors that report directly to OTPT Director.
• Maintain OTPT supervisor's Blue Folders.
• Event planning - coordinate the use of facilities, services and or equipment as needed for OTPT retreats, department holiday celebrations, years of service and recognition celebrations, retirements, cite visits, in-services, special meetings, etc.
• Assist in the development of OT and PT departmental Internal Controls, update and edit as needed.
• Serve on department or division committees, prepare special reports, and assist with special projects as requested by the Director

     Building and Facilities Management - 5%

• Manage construction projects for remodels or renovations for OT and PT areas at UH and Mott.
• Manage facilitation of yearly Capital Equipment process.  
• Maintain, assist and oversee the service agreements and maintenance contracts for equipment.
• Maintain OT and PT department disaster and fan out plans.
• Assist in OT and PT department for UH, Mott, space inventory management.
• Facilitate OT and PT UH building maintenance and environmental service issues.
• Department Administrator for telephone issues, repairs, new lines, change in services, etc.
• Manage and update department UCC phone and laptop inventories.
• Arrange annual room schedule needs for OT and PT.      
• Respond and arrange for individual OT and PT room needs as requested.

     Personnel and Compliance Responsibilities - 50%

• Administrative support to Director and 5 OTPT Manager/supervisors in the Inpatient Acute and Pediatric Hospitals.
• Respond to inquiries from over 175 OTPT staff and outside individuals regarding Division and University policies and procedures.
• Respond to operational problems and employee complaints.
• Maintain OT and PT staff personnel records.      Maintain the personnel database.      Provide updated lists i.e., address, email, seniority for OT and PT.
• Manage Human Resource activity for OT and PT by coordinating the handling of routine personnel paperwork: process and post open positions, completing the PARs for hire, terminations/resignations, salary adjustments, reclassifications, new positions, leave of absences.  Assure compliance with affirmative action and assure equity in maintained.      Prepare and process temporary staff and work study student employment paperwork.
• Process and monitor FMLA, work connections and worker?s compensation paperwork and compliance.
• Verify completion of annual performance evaluations, and up to date competency and mandatory compliance for OT and PT
• Process yearly Blue Folder audits for the OT and PT department and assure compliance.
• Coordinate new staff orientations with the Human Resource Department and Director of OT and PT.
• Participate in the OTPT departmental orientation of new permanent and temporary staff.
• Authorized employees to obtain identification badge, pagers, and departmental keys.
• Arrange for staff access in ARWEB to NetLogin, Outlook, MiChart, LDAP-MEMS group, OTPT department shared drive and folders.
• Consult OT and PT staff regarding computer utilization.
• Verify current registrations, certifications, licensure of OT and PT staff.
• Verify and update Cactus program with NBCOT certifications.
• Interview, hire, train, supervise, discipline, and evaluate the performance of Office Assistants and temporary office staff.
• Department Timekeeper -Oversee, train, and problem solve issues on payroll for permanent OT and PT monthly, biweekly, and temporary staff.  Process and monitoring of gross pay registers.
• Participate in OT and PT managerial staff meetings and take minutes.  Attend and participate in OT and PT staff meetings.   Backup taking minutes if needed.
• Attend hospital wide meetings when appropriate (budget meetings, new policies, payroll, new system training, etc.

     Financial and Supervisory Responsibilities - 10%

• Reconciliation of 3 OT and PT Statement of Accounts and 4 Gift Accounts.  Initiate corrective action when required.
• Process and authorize the preparation of MPathway Purchase Orders, Non-PO Vouchers, Petty Cash Reimbursement, and Cash Receipts.
• Process and monitor tuition reimbursements.
• Process the monthly reconciliation of P-Card statements for OT and PT in Emburse.
• Process the completion of OT and PT travel and hosting expense reports in Emburse.
• Process the management and monitoring of the OTPT staff annual Continuing Education allocation database for OT and PT. 

     Education of Self and Others - 5%

• Orient new supervisors in the OT PT Division to personnel and payroll responsibilities, policies, and procedures.
• Orient, train and mentor temporary office staff.
• Assist in orienting less experienced staff.
• Provide feedback and act on feedback received in a professional manner.
• Keep current in program systems by working with and sharing information with team members and through continuing education opportunities.
• Complete orientation checklist and mandatories.
• Participate in appropriate continuing education courses to further develop personal growth. 

Required Qualifications*

• High school diploma or equivalent 
• At least 4 years of related administrative experience
• Advanced computer skills, including proficiency with Excel, MS Word, PowerPoint, Adobe Acrobat, Outlook, Google Workspace, Dropbox, Qualtrics or other survey software, conferencing systems (Zoom, Microsoft Teams), and willingness to learn new software platforms. 
• Exceptional organizational skills, accuracy, attention to detail, and follow-through with the ability to anticipate problems and take appropriate initiative. 
• Effective at working independently as well as collaboratively within teams.
• Flexibility, a positive attitude, and a strong work ethic.
• Proven ability to manage time, prioritize tasks with conflicting deadlines, manage interruptions, and meet deadlines.
• Excellent oral and written communication skills, with experience in editing, proofing and writing.
• Ability to take directions from multiple supervisors.
• Ability to work under pressure in a complex environment and maintain a calm and professional demeanor. 
• Demonstrated ability to interact professionally and confidentially with a diverse range of stakeholders. 
• Strong dedication to customer service and an ability to work within a team-focused framework.
• Ability to work independently, set priorities, multitask, and meet multiple deadlines.
• Demonstrated ability to handle sensitive employee and business information with utmost confidentiality. 

Desired Qualifications*

• Associate's degree (preferably in business/office administration)
• Knowledge of, or the ability to quickly learn about, U-M policies and procedures.
• Ability to navigate and manage ambiguity successfully with flexibility, proactivity, and resourcefulness. 
• Experience preparing expense reimbursements.
• Experience scheduling meetings and managing calendars for one or more leaders.
• Experience in managing databases.
• Experience with event coordination experience.
• Thorough knowledge of University travel and reimbursement policies and procedures
• Thorough knowledge of University payroll policy and procedures. 

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.