Job Summary
A cover letter and resume are required for consideration for this position; please include the cover letter as the first page of your resume. It should specifically address your interest in this position and outline particular skills and experiences directly related to the position.
Founded in 2011, the Institute for Healthcare Policy & Innovation (IHPI) is the nation?s largest university-based institute of health services researchers and health policy experts. IHPI advances the work of its 800+ faculty members by creating a welcoming and supportive research community, including networking and engagement opportunities, education and professional development programs, access to data and analysis, grant development services, and robust communications and policy engagement support.
IHPI is seeking a Business & Operations Manager to coordinate the fundamental administrative operations of the Institute. The position is a vital role that will own key responsibilities needed to facilitate Institute functionality. The optimal candidate will be highly organized and must be able to operate efficiently in a fast-paced environment while effectively prioritizing various daily responsibilities. This position requires the ability to analyze, compare and evaluate various courses of action and make independent decisions free from immediate direction. The Business & Operations Manager will report to the IHPI Managing Director.
Organizational Summary
For more than a decade, IHPI has brought together faculty from diverse fields of study across all three U-M campuses. The Institute?s staff is also interdisciplinary and includes statisticians, data analysts, project managers, communicators, administrative specialists, and education professionals.
Mission Statement
IHPI?s mission: to foster innovative, interdisciplinary research to inform policies and practices that advance the quality, safety, and affordability of healthcare, and improve health for individuals, families, and communities.
Our vision: the IHPI community strives to improve health and well-being throughout Michigan, our nation, and the world through collaborative research and learning, rigorous evidence, robust communication, and policy engagement.
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*
Responsibilities will include, but are not limited to:
Institute Operations 30%
- Coordinate the overall business & administrative operations of the Institute and serve as the lead on strategic process improvement activities. Suggest options for improving quality, identify potential problems, recommend and implement solutions.
- Participate and contribute to strategic organizational and project specific meetings with the Institute Director and Managing Director to further advance the overall strategic direction, mission and vision of the Institute. Assist in the implementation and expansion of new strategic initiatives and projects as needed.
- Serve as the IHPI Space Manager; meet monthly with the Medical School Facilities team to manage space allocation and negotiations of the IHPI footprint at NCRC.
- Serve as the Office & Equipment Manager: collaborate with HITS to ensure the proper ordering of computer equipment, track equipment for home and NCRC work stations, fulfill staff equipment requests, etc.
- Lead the IHPI Center and Program Administrators Group by establishing and executing processes and procedures, liaising with the administrative managers of ~38 centers and programs, and coordinating bi-monthly meetings. Host biannual meetings for the Center and Program faculty directors.
- Take projects from original concept through completion and ensure project deliverables are met within the timeline and budget for current initiatives.
Management of Administrative Staff 40%
- Direct supervision of 3 Administrative Specialists. Provide management and strategic guidance through regular team, small group, and 1:1 meetings.
- Management duties for direct reports includes interviewing, selecting and training of employees; setting and adjusting their rates of pay and hours of work, in partnership with IHPI finance lead; planning and directing work; appraising productivity and efficiency for the purpose of recommending promotions or other changes in their status; handling complaints and grievances and disciplining when necessary.
- Supervise student employees as needed.
HR & Staff Engagement 30%
- Collaborate with IHPI?s Finance Lead to maintain Internal Controls surrounding IHPI?s hiring and employment practices.
- Serve as the HR Lead by coordinating the hiring, orientation and onboarding processes, including facilitating approvals for the position, managing job postings and offers, ensuring new staff and students have appropriate computer access, ID badges and mandatory competencies, and follow up as needed to ensure all steps are completed in the hiring and orientation process; serve as the lead for medical leaves, etc. Ensure compliance with diverse hiring, appropriate training and orientation, and compliant off-boarding practices
- Process Institute HR transactions (PARs, additional pay, tuition support, etc.), and answer HR related questions.
- Serve as the lead for Institute payroll, including but not limited to: review, report, correct, and maintain timekeeping and payroll records for Institute staff in compliance with all labor laws and University of Michigan/Michigan Medicine policies and practices. Verify submitted and approved time in MPathways. Facilitate trainings and serve as a resource for new employees and approvers in time reporting and payroll responsibilities.
- Serve as the Institute's compliance liaison with Occupational Health Service to ensure staff meet institutional requirements. Serve as the lead facilitator for Cornerstone and ensure that staff are compliant.
- In partnership with the Managing Director, help to create a cohesive and supportive work environment for 35+ staff, including providing educational programming and identifying professional development opportunities.
- Provide educational programming, mentoring, and identify professional development opportunities for the IHPI staff team.
- Facilitate staff and learner engagement by providing support for staff retreats, team building events, and organizing presentations at weekly staff group meetings. This includes identifying topics of discussion for the development of relevant agendas, selecting and preparing materials for discussion, preparing minutes, and serving as host for both internal and external collaborators and stakeholders.
- Lead the Employee Engagement and Wellness Committee to support staff on their professional journeys and foster a positive culture where staff feel valued, contributions are recognized, and workloads are well-defined and manageable to prevent burnout. Serve on the IHPI Belonging Committee.
The most important qualities for this position include the ability to:
- Work independently and remain flexible and adaptable to changing circumstances.
- Good judgment, and the ability to make decisions free from immediate direction
- Build and maintain strong, collaborative working relationships with faculty and staff within IHPI and across the U-M community.
- Work well under time constraints and meet changing deadlines in a dynamic work environment.
- Demonstrate outstanding customer service and communication skills.
Required Qualifications*
- Bachelor's degree and reasonable professional experience with prior management, supervisory or team leader experience
- Excellent time management skills, with the ability to work on simultaneous deadline-driven projects.
- Effective spoken and written communication skills.
- Highly organized and attentive to detail.
- Excellent work ethic, positive attitude, and willingness to learn.
- Ability to interact with and build professional relationships with individuals at all levels.
- Exceptional interpersonal skills and the ability to work independently and take initiative, as well as work within a team, with minimal supervision.
- Forward-planning skills, and the ability to efficiently and effectively prioritize and problem solve.
- Demonstrate proficiency in Microsoft Office (Word, Excel, and PowerPoint), the Google Suite, as well as web-based tools and similar software.
Work Schedule
9:00-5:00, M-F
Work Locations
This position may be eligible for remote or hybrid work opportunities at the discretion of the hiring department with the understanding that this position will typically need to be on site at least 1-2 days/week. The IHPI staff offices are located in the North Campus Research Complex (Ann Arbor). 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.