Summary
Michigan Medicine is seeking an Administrative Assistant Senior for Post-Acute Care Services. The primary mission of Post-Acute Care Services is to provide timely, high-quality, evidence-based, empathetic care to a population of diverse adult and pediatric patients while also upholding the academic mission of Michigan Medicine through the education of medical students and residents. We are seeking a compassionate, enthusiastic, and self-driven Administrative Assistant to provide operational support to Post-Acute Care Services. This individual will share our priorities which include high quality medical care, excellent customer service, safety of staff and patients, efficiency, employee satisfaction, stewardship of resources and the ideal experience for our patients, families, and employees.
The Administrative Assistant Senior within Post-Acute Care Services will provide administrative and office support functions within the University of Michigan Medical Group, Post-Acute Care Services, providing high level administrative support to the Associate Chief Operating Officer, Associate Chief Clinical Officer, Associate Chief Nursing Officer, Administrative Manager, and project managers; primarily supporting the leadership team. The Administrative Assistant Senior will implement structure/processes to establish and maintain office operations with a strong service-excellent focus for all members of the leadership team. Working with internal and external customers as the lead, managing competing priorities/demands in a professional manner. This position requires exercising a high-level of initiative, discretion, and judgment to carry out advanced, diversified, administrative duties. The Administrative Assistant Senior will execute all activities within the vernacular of UMH core values: caring, innovation, inclusion, integrity, and teamwork.
Responsibilities*
- Provide high-level administrative support the Associate Chief Operating Officer, Associate Chief Clinical Officer, Associate Chief Nursing Officer, Administrative Manager, and project managers.
- Calendar management - Effectively coordinates complex calendars and schedules operational meetings using discretion, quickly adapting to changing circumstances and needs.
- Meeting scheduling and support including, but not limited to, arrangements for on- and off-site meetings, agenda preparation, note-taking, tracking attendance.
- Ensure smooth and effective functioning of the office, delegating and prioritizing workload. Manage day-to-day activities.
- Send communication to division on behalf of the Post-Acute Care Services Triad.
- Attend and support weekly Leadership Meetings; prepare and disseminate confidential materials to members; track action items and future agenda items. Complete and send out meeting minutes.
- Draft, proofread, and/or edit correspondence on behalf of executives that is at a time of highly confidential nature.
- Coordinate events, conferences, travel arrangements and all logistics, including itineraries. Coordinate yearly PACS Town Hall.
- Screen, prioritize and/or respond to phone calls, mail, and emails and handle independently as appropriate, resolving routine and complex inquiries.
- Set up and maintain email groups.
- Assist content experts in the development of reports, presentations, and communications.
- Maintain, publish, and disseminate standing status report for team review.
- Back up for administrative staff. Train/orient office staff as needed.
- Assist in basic program budget reconciliation, timekeeping, and HR reporting. Order, receive and stock supplies as needed.
- Compile receipts for reconciling PCard and other travel/hosting expenses using Concur, including the submission of expenses according to the University guidelines.
- Actively engages the patient and family, as applicable, by exhibiting respect and dignity, sharing information in a timely and unbiased manner, and welcoming and encouraging participation to achieve shared decision making.
- Collaborates with other members of the team, including the patient and family, to achieve the ideal patient care experience.
- Selectively Assigned Based on Time and Capacity (all may not apply):
- Biweekly and monthly payroll
- Review/reconcile GPR for accuracy
- Update PTO balance sheets
- Blue folder maintenance/updates/management
- Oversee basic maintenance, service of and contracts for office or medical equipment as needed
- Job data changes
- Manage CME funds for site APP's
- Credentialing and re-credentialing/Licensing updates and renewals
- Cornerstone facilitator and manage mandatories/annual trainings/up to date management
- Manage clinical competencies in blue folder
- Process scribe invoices and reconcile hours worked
- Coordinate community benefit reporting
- Coordinate outreach classes
- Specialized training coordination (includes BLS, red bag, POC labs, annual immunization class, mock codes)
- Process LOA paperwork and complete LOA timesheets
- Manage annual space survey
- Tuition advancement/reimbursement processing
- Post job posting and process job offers
- Complies with all University of Michigan, Michigan Medicine and departmental standards and expectations.
- Supports the department's commitment to continuous improvement activities and principles through positive and respectful contribution in all problem-solving and change processes at Post-Acute Care Services.
- Performs other duties as assigned.
Required Qualifications*
- 3-5 years' experience supporting executives.
- Strong leadership skills: ability to take initiative, to work independently and with limited supervision.
- Strong critical thinking: ability to complete complex assignments quickly and with a high degree of quality and accuracy with minimal direction.
- Positive attitude: proven ability to maintain performance and under the pressure of deadlines and competing projects, being flexible to think 'outside-the box' with the energy compatible with the dynamics of the team.
- Excellent organizational skills: setting priorities and balancing multiple priorities and demonstrated follow through bringing tasks to closure.
- Strong interpersonal skills: ability to successfully interact with various management levels and diverse departmental staff.
- Service excellence driven: provide response with appropriate urgency to situations that arise and solve difficult problems proactively and efficiently.
- Technology astute: proven record of effectively learning and utilizing computer system (including all of Microsoft Office).
- Ability to communicate/exchange information; read, write, speak, and comprehend English.
- Functional visual acuity and hearing for accurate assessment and recording of patient observations and information in clinical records.
- Manual dexterity to perform required procedure activity proficiently and safely.
- Ability to move up to 10 pounds
- Ability to work in a sedentary position for long periods of time, fine motor coordination/dexterity and may require reaching, bending, twisting, stooping, moving about.
Desired Qualifications*
- Experience supporting executives with diverse reporting units.
- Demonstrated experience with and knowledge of Michigan Medicine policy, procedure and tools including MPathways.
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/AA Statement
The University of Michigan is an equal opportunity/affirmative action employer.