Job Summary
The Department of Physical Medicine and Rehabilitation (PM&R) is seeking an administrative specialist to support local human resources (HR) functions, liaising with Michigan Medicine HR while ensuring efficient and effective processes related to HR advisory work. This includes position posting determinations, new hire paperwork, facilitating appointment and funding/effort changes, hiring and onboarding/offboarding processes, and immigration support. Under the direct supervision of the Chief Department Administrator and in partnership with the Manager of Faculty Affairs and Research Administration Senior Manager, the administrative specialist will be responsible for all administrative and human resources departmental functions. This role will also provide support to departmental Faculty Affairs, comprising approximately 25% of the overall responsibilities.
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.
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*
- Maintaining knowledge of UM HR policies and procedures and interpreting those policies to faculty & staff to support employee relations issues brought forward; identifying when issues need to be escalated to the HR Business Partner is a necessary skill.
- Assisting the department in compliance with employment laws, FLSA, FMLA, etc.
- Hiring, starting with facilitating all appropriate approvals for the position, determining the job classification in collaboration with the hiring manager, assisting with writing robust and appropriate job postings and culminating with the hiring forms to ensure all steps are completed in the hiring process.
- Responsible for all aspects of Research Fellow (RF) appointments for assigned divisions, which includes screening and recommending candidates; working with Faculty on job requirements, posting and monitoring the position, preparing appointment packet; ensuring salary is consistent with new Medical School guidelines and processing hiring paperwork.
- Oversees RF reappointments, which includes monitoring appointment terms; obtaining annual evaluation from Principal Investigator (PI), preparing memo with details of renewal for PI to give to RF, and processing transaction into HR system.
- Managing international hiring / visitor processes, working directly with foreign nationals to obtain necessary information. Communicate with unit staff, the Medical School Immigration Support and Compliance (MSISC) team, International Center staff, and others as needed to ensure that paperwork is completed accurately, within established timelines, and in compliance with College, UM, and federal guidelines.
- Providing a bridge of information between Michigan Medicine HR and the hiring team, determining appropriate salaries for final candidates as needed, and reviewing requested salary to ensure departmental, institutional, and market equity.
- Answering all HR related questions, receiving requests, processing paperwork, and tracking status throughout the various processes.
- Developing and managing onboarding and offboarding processes, including checklist maintenance and execution, distribution/collection of technology and supplies.
- Supporting process for remote work agreements, including collecting data and providing oversight.
- Processing additional pay requests and tracking payment, following up as necessary.
- Utilizing tracking systems, maintaining data/information about transactions, processing times, issues, etc. Such items include special payment forms, tuition reimbursement, and appointment change details.
- Facilitating staff/faculty terminations, including temporary, regular and probationary period discharges in consultation with the MM HR Business Partner as necessary
- Advising on payroll and timekeeping questions, to include Research Faculty.
- Participating in continuous improvement efforts including utilizing new technology, recommending improvements when necessary, and documenting best practices.
- Generating reports and queries from the HRIS system to support HR projects upon request while establishing cooperative relationships with other HSHR Business Units and HR staff.
- Enthusiastically accepting other projects, duties, and opportunities as requested.
- Supporting departmental Faculty Affairs, which may include administrative responsibilities related to appointments, reappointments, credentialing, provider enrollment, license/board tracking, and promotion packet compilation.
- Other duties as assigned.
Required Qualifications*
Senior Level:
Bachelor's degree or equivalent combination of education and 3-5 years of progressive human resources experience that includes Research Fellow appointments and International Hiring.
The ability to navigate difficult situations independently with minimal guidance
Intermediate Level:
Bachelor's degree or equivalent combination of education and 1-3 years progressive human resources experience.
Desired Qualifications*
- Experience working in an academic medical center is ideal and within the human resources and/or faculty affairs areas.
- Knowledge of University and HR policies, procedures, and practices.
- Proficient with Outlook, Word, Excel, PowerPoint and Wolverine Access/M-Pathways Human Resource Management System, including eRecruit. As well as the Meridian Faculty Lifecycle Management Suite.
- Track record in accurately completing confidential and time sensitive paperwork, meeting deadlines and ensuring compliance with established guidelines.
- Attention to detail is essential as well as sound judgment and the ability to independently problem solve within appropriate guidelines and parameters.
- Personable, with a demonstrated excellence in both verbal and written communication required.
- Highly developed organizational and time management skills, along with experience and competence utilizing and leveraging technology.
- A commitment to provide excellent customer service is required along with the ability to work effectively with faculty, learners and staff at all levels.
- Flexibility, adaptability, and patience will be essential in working in this role to meet changing demands and deadlines.
Work Schedule
40 hours per week, Monday - Friday, hybrid.
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.
Underfill Statement
This position may be underfilled at a lower classification depending on the qualifications of the selected candidate.
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 employment opportunity employer.