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.
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.
Job Summary
Provide administrative support for the PSQIP (Periprocedural Safety and Quality Improvement Program), Sepsis Program, and Cardiovascular Center (CVC) Quality teams within the Quality Department?s Clinical Quality (CQ) division. This position is a hybrid work position with primary work location being remote, but requiring sporadic on-site support as needed.
Responsibilities*
40% Calendar and Meeting Support:
Coordinate and schedule PSQIP, Sepsis, CVC, and other Clinical Quality committee meetings, including meeting invitations, reminders, room reservations, virtual meeting coordination, and distribution of supporting materials.
Prepare and disseminate meeting agendas and materials at least 24 hours in advance of meetings.
Maintain and coordinate calendars for multiple Clinical Quality leaders and staff, prioritizing competing scheduling needs.
Schedule meetings, conference calls, and virtual meetings in a timely and efficient manner.
Attend meetings and record accurate meeting minutes, action items, and decisions, as appropriate.
Distribute meeting minutes and supporting documentation within seven (7) days of meetings.
Track follow-up items and assist teams in meeting established deadlines.
Maintain and organize meeting materials in a centralized online repository to ensure accessibility, version control, and document retention.
30% Administrative Support
Coordinate travel arrangements, itineraries, and logistics for site visits, special events, conferences, and external visitors.
Manage office supply inventory and process purchasing requests to ensure uninterrupted department operations.
Maintain departmental purchasing card (P-Card) transactions and reconcile expenses using Emburse in accordance with organizational policies.
Process invoices, reimbursements, and other administrative documentation as required.
Cross-train and provide backup coverage for Clinical Quality administrative team members as needed.
Develop, maintain, and update office standard work, procedures, and reference materials.
Identify opportunities to improve administrative workflows and implement process improvements to enhance efficiency and effectiveness.
Support onboarding activities for new team members, including coordination of schedules, resources, and training materials.
20% Communication and Information Management Support
- Serve as the primary SharePoint administrator for assigned Clinical Quality teams.
- Maintain, update, and organize SharePoint sites to ensure timely access to current information and resources.
- Assist with development, formatting, and distribution of newsletters, flyers, presentations, educational materials, reports, and other communication tools.
- Support preparation of presentations, reports, dashboards, and meeting materials for leadership and committee meetings.
- Ensure departmental documents are maintained in accordance with organizational records management requirements.
Perform simple editing and publishing of recorded video content to team SharePoint sites.
Assist with the retrieval, management, and maintenance of simple data sets under the guidance of team members.
10 % Other duties as assigned
Required Qualifications*
Associate's degree or an equivalent combination of education and experience.
2+ years of relevant work experience.
Proficiency in use of Microsoft Word, Outlook, Excel, PowerPoint.
Excellent organizational skills; ability to set priorities and meet deadlines.
Demonstrated ability to think critically and problem solve operational issues in a logical manner.
Excellent verbal, written, and interpersonal skills, with a strong customer service ethic.
Ability to compose and produce professional correspondence, and to communicate effectively and professionally via phone and e-mail with faculty and staff within UMHS and with key contacts and stakeholders outside of Michigan Medicine
Ability to manage complex schedules and calendars, maximizing efficient use of time.
Ability to work independently and as part of a team.
Ability to handle confidential or sensitive information appropriately.
Desired Qualifications*
Bachelor's degree in business, healthcare administration or related field.
Familiarity with organization structure of Michigan Medicine.
Familiarity with remote meeting platforms (Zoom, Teams) and related tools.
Two or more years of administrative support experience in a busy office environment.
Knowledge of University Policies and Procedures.
Experience processing business transactions using Concur, Emburse, and M-Pathways.
Experience updating websites (SharePoint, Confluence), posting materials to shared content locations (Teams, Dropbox, SharePoint, etc.), using scheduling aids (e.g., Doodle polls, Evite), and creating Qualtrics surveys.
Familiarity with continuous improvement / Lean Thinking principles and methods.
Familiarity with basic clinical terminology.
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
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 any time after the minimum posting period has ended.
U-M EEO Statement
The University of Michigan is an Equal Opportunity Employer. We are committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants, including protected veterans and individuals with disabilities.