Administrative Assistant Sr

Administrative Support SpecialistUnder general direction, provides general administrative support to a department or group of professionals. Exercises considerable discretion and independent judgment and is capable of analyzing complex information requests and determining complex trends.ResponsibilitiesCoordinate and plan meetings, including agendas and documentationParticipate in the recruitment process, orientation, and trainingSchedule interviewsPosting, monitoring and hiring new employees through eRecruitPrepare data sheets, presentations, and tracking toolsSupply ordering using purchase orders/short codes.Service as a point of contact for onsite support tasks such as printing, scanning, directing individuals to the appropriate personSubmit maintenance and facility services request as neededMonitor and replenish office and breakroom suppliesOversee scheduling maintenance of conference room calendar in Microsoft outlookCoordinate bookings to avoid conflicts and ensure optimal room usage for meetings and eventsSupport faculty, staff, and students in preparing and submitting reimbursement request for work related expensesFacilitate the scheduling travel itineraries, including managing all aspects of trips and ensuring accurate and prompt reimbursement processesPayroll / Approving payrollMaintain static groups and pull reports from Finance BI, Tableau and other MM reporting systemsSchedule 1:1 meetings and quarterly check ins for supervisorMaintain employee records in accordance with HR and UMHS policiesReclassifications/FTE ChangesHire?s/Terminations/Salary RequestsProcess Medical Leaves/FMLA with HRProcess Tuition SupportsTrack FMLA usage and make sure staff is following their usage as document in their paperworkTrack attendanceType up discipline letters as needed for supervisorsTrack certificationsVerify that LARA license is current for staffRun cornerstone reports monthly to make sure staff are up to date with their competenciesAdd cornerstone for new hire?s and as needed for staffTrack compliance with staff FIT TestingTrack/Order and collect Dosimeter badgesSend out evaluations monthly for nurses / send out evaluations yearly for non-bargainedProcess MNA reimbursements monthly for nursesTrack MNA funds for supervisorsReconcile department P-Card and reconcile monthlyOARS Access (Financial and HR responsibilities)Blue Folder BrigadeRole Specific System AccessMPathways Supervisor UploadProfessional Development OpportunitiesOffice SuppliesAdd to applicable pager groups (e.g. Director - 90149)Mileage Reimbursement - tool and submittal processOther duties as assignedRequired QualificationsGraduation from high school or an equivalent combination of education and more than four years of administrative related experience.Desired Qualifications3 to 5+ years of dedicated administrative or executive support experience.Associate's or Bachelor's degree in business or communications is highly preferred.Excellent attendance.Advanced proficiency with productivity suites like Word, Excel, PowerPoint and Google Workspaces.Hands-on experience with modern scheduling, video conferencing, travel booking, and digital expense reporting systems (e.g., Concur), and processing payroll.Ultimate trustworthiness and high discretion when handling confidential company metrics, personnel files, or proprietary details.The ability to anticipate executive needs and resolve friction points independently before they escalate.Exceptional verbal, proofreading, and formal correspondence drafting skills to act as a polished company liaison.Highly developed multitasking capabilities to safely manage calendars, multiple task deadlines, and high-level project tracks.Ability to organize and prioritize tasks according to deadlines and urgency.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 day2:1 Match on retirement savingsModes of WorkPositions 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 StatementThis position may be underfilled at a lower classification depending on the qualifications of the selected candidate.Background ScreeningMichigan 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.U-M EEO StatementThe 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.