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.
Who We Are
The Inpatient Occupational and Physical Therapy Department provides occupational and physical therapy services across Michigan Medicine?s adult and pediatric hospitals, supporting patient care seven days a week. Our department includes approximately 160 staff members and is supported by a collaborative leadership team consisting of a Director, Manager, and four Supervisors. We are committed to providing high-quality therapy services while fostering a supportive, team-oriented environment for our staff.
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
The Inpatient Occupational and Physical Therapy Department is seeking an experienced and highly organized Senior Administrative Assistant to join our administrative team and provide comprehensive administrative and operational support to the Department Director, Manager, and supervisors.
This position plays a key role in supporting the day-to-day operations of the department and serves as a resource for leaders and staff across a broad range of administrative functions. Responsibilities include human resources and personnel administration, payroll and timekeeping, financial administration and reconciliation, expense reimbursement, continuing education tracking and reporting, purchasing and vendor coordination, scheduling and calendar management, and general departmental operations. The role requires regular coordination with staff, supervisors, and partners across Michigan Medicine and the University of Michigan.
The successful candidate will bring strong organizational, communication, and problem-solving skills, along with excellent attention to detail and follow-through. This position requires the ability to exercise independent judgment, take initiative, manage sensitive and confidential information with discretion, and effectively prioritize multiple responsibilities in a fast-paced environment with changing needs and deadlines.
We are seeking someone who is proactive, dependable, resourceful, and service-oriented, with the ability to work both independently and collaboratively. Success in this role also requires strong written and verbal communication skills, professionalism under pressure, and the ability to build effective working relationships with a wide range of stakeholders.
This position reports to the Department Director.
Responsibilities*
OTPT Division Director Support: 30%
Assist in the preparation of annual commodity and payroll budgets.
- Participate in the development of Division policies and procedures and maintain, update, and edit the online OT and PT departmental policy and procedure manuals.
- Provide monthly, quarterly, and annual reports and data to the Director of OT and PT, including productivity, revenue, expenses, co-pay collections, referrals, payroll, gift and education accounts, open and terminated positions, and supervisor and staff FTE status.
- Manage the Division Director's calendar and appointments using Microsoft Outlook.
- Provide administrative support for highly sensitive and confidential matters requiring independent discretion, judgment, and decision-making.
- Serve as Outlook Administrator for the OT and PT department and manage departmental group lists.
- Maintain OT and PT department organizational charts.
- Review timesheets for supervisors who report directly to the OTPT Director.
- Maintain OTPT supervisors' Blue Folders.
- Coordinate event planning, including facilities, services, and equipment for OTPT retreats, department holiday celebrations, years-of-service and recognition events, retirements, site visits, in-services, special meetings, and other events.
- Assist in the development of OT and PT departmental internal controls and update and edit them 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 involving remodels or renovations of OT and PT areas at UH and Mott.
- Facilitate the annual capital equipment process.
- Oversee service agreements and maintenance contracts for equipment.
- Maintain OT and PT department disaster and fan-out plans.
- Assist with space inventory management for OT and PT areas at UH and Mott.
- Facilitate building maintenance and environmental services issues for OT and PT areas at UH.
- Serve as Department Administrator for telephone-related issues, including repairs, new lines, and changes in service.
- Manage and update departmental UCC phone and laptop inventories.
- Coordinate annual room scheduling needs for OT and PT.
- Respond to and coordinate individual OT and PT room needs as requested.
Personnel and Compliance Responsibilities: 50%
- Provide administrative support to the Director and five OTPT managers/supervisors in the Inpatient Acute and Pediatric Hospitals.
- Respond to inquiries from more than 160 OTPT staff members and external individuals regarding Division and University policies and procedures.
- Respond to operational issues and employee complaints.
- Maintain OT and PT staff personnel records and the personnel database.
- Provide updated departmental lists, including addresses, email addresses, and seniority information.
Manage Human Resources activities for OT and PT by coordinating routine personnel processes, including posting open positions, completing PARs for hires, processing terminations/resignations, salary adjustments, reclassifications, new positions, and leaves of absence.
Prepare and process employment paperwork for temporary staff and work-study students.
- Conduct annual Blue Folder audits for the OT and PT department and ensure compliance.
- Coordinate new staff orientations with the Human Resources Department and Director of OT and PT.
- Participate in OTPT departmental orientation for new permanent and temporary staff.
- Authorize employees to obtain identification badges and departmental keys.
- Arrange staff access through Outlook, MiChart, LDAP-MEMS groups, and OTPT department shared drives and folders.
- Assist OT and PT staff with computer utilization.
- Verify current registrations, certifications, and licensure for OT and PT staff.
Verify and update the Cactus program with NBCOT certifications.
- Serve as Department Timekeeper, overseeing payroll processes, providing training, and resolving payroll issues for permanent monthly and biweekly OT and PT staff and temporary staff.
- Process and monitor gross pay registers.
- Participate in OT and PT managerial staff meetings and take minutes.
- Attend and participate in OT and PT staff meetings and provide backup support for meeting minutes as needed.
- Attend hospital-wide meetings as appropriate, including meetings related to budgets, new policies, payroll, and new system training.
Financial and Supervisory Responsibilities: 10%
- Reconcile three OT and PT Statements of Account and Gift Accounts, initiating corrective action when required.
- Process and authorize the preparation of MPathways Purchase Orders, Non-PO Vouchers, Petty Cash Reimbursements, and Cash Receipts.
- Process and monitor tuition reimbursements.
- Reconcile monthly P-Card statements for OT and PT in Emburse.
- Prepare and process OT and PT travel and hosting expense reports in Emburse.
- Manage and monitor the annual OTPT staff Continuing Education allocation database.
Education of Self and Others: 5%
Orient new supervisors in the OTPT Division to personnel and payroll responsibilities, policies, and procedures.
- Assist in orienting less-experienced staff.
- Provide feedback and respond to feedback in a professional manner.
- Maintain current knowledge of program systems by collaborating and sharing information with team members and participating in continuing education opportunities.
- Complete orientation checklists and mandatory requirements.
- Participate in appropriate continuing education opportunities to support ongoing professional development.
Required Qualifications*
- High school diploma or equivalent.
- At least four years of related administrative experience.
- Advanced computer skills, including proficiency with Microsoft Excel, Word, PowerPoint, Outlook, Adobe Acrobat, Google Workspace, Dropbox, Qualtrics or other survey software, and virtual meeting platforms such as Zoom and Microsoft Teams, with the ability and willingness to learn new software and systems.
- Exceptional organizational skills, accuracy, attention to detail, and follow-through, with the ability to anticipate needs, identify problems, and take appropriate initiative.
- Demonstrated ability to work effectively both independently and collaboratively within a team environment.
- Proven ability to organize and prioritize multiple responsibilities, manage interruptions and competing deadlines, and adapt to changing priorities.
- Excellent written and verbal communication skills, including experience with writing, editing, and proofreading.
- Ability to effectively manage assignments and priorities from multiple supervisors.
- Demonstrated ability to exercise sound judgment, flexibility, and professionalism in a complex, fast-paced environment.
- Strong interpersonal and customer service skills, with the ability to build effective working relationships with a wide range of stakeholders.
- Demonstrated ability to handle sensitive employee and business information with discretion and maintain confidentiality.
- Demonstrated initiative, dependability, adaptability, and a strong commitment to providing high-quality administrative support.
Desired Qualifications*
- Associate's degree, preferably in business administration, office administration, or a related field.
- Knowledge of University of Michigan policies and procedures, or demonstrated ability to quickly learn and apply organizational policies, procedures, and systems.
- Demonstrated ability to navigate ambiguity and changing priorities with flexibility, initiative, and resourcefulness.
- Experience preparing and processing expense reimbursements.
- Experience coordinating meetings and managing calendars for one or more leaders.
- Experience maintaining databases, tracking systems, or other administrative records.
- Experience coordinating events, meetings, or departmental activities.
- Knowledge of University travel and expense reimbursement policies and procedures.
- Knowledge of University payroll policies and procedures.
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.