Administrative Assistant Senior

Administrative Assistant Senior for Ambulatory Care

Michigan Medicine is seeking an Administrative Assistant Senior for Ambulatory Care.

Responsibilities*

Administrative support

• Potential to assist with Payroll questions, tracking of reports as needed (PTU, PTO, FMLA, etc.)
• Manage complex calendars.
• Manage administrative processes such as Blue Folders, Performance Valuations, email distribution lists, documents, staff contact lists, etc.
• PTO requests/PTO Rounds
• Draft correspondence and documents, PowerPoint presentations and Excel spreadsheets.
• Manage email group, paging groups, shared drives, etc.
• Troubleshoot various system issues.
• Provide coverage for other administrative support staff within the UMMG Administrative Support Team.
• Perform an assigned set of suite duties such as supply ordering, miscellaneous vendor liaison, etc.
• Support leadership meetings as necessary, e.g. agendas, minutes, etc.
• Support the Ambulatory Care Nursing leadership meeting monthly, including agendas, minutes, scheduling meetings, partnering to manage the ACNL SharePoint, etc.
• Support Annual Nursing Educational Fair
• Perform other duties as directed.

Reports

• Record data in reporting systems
• Prepare process concur/expense reports, and hosting reports, process requests for supplies and services, follow up on orders.
• EMR reporting workbench (create, run and maintain reports in collaboration with manager)
• Assist leaders as directed with incident reports, financial reports, progress reports, patient letters, business reports, PTU, and other required deliverables.

Supply management

• Supply inventory management
• Order equipment
• Place orders through approved vendors
• Review delivery packing slips to ensure accuracy
• Reconcile statement of activity against supply orders.

HR and Physical Space Management

• Assist leaders with HR related duties
• Post job openings
• Coordinate interviews
• Assist with onboarding access and equipment needs
• Anticipate the needs of those being directly supported.
• Assist manager in review of the safety of physical space.
• Handle administrative matters which may be of a confidential nature with the upmost level of discretion.

Miscellaneous - Other duties as assigned.

Required Qualifications*

• A high school diploma or equivalent
• 4+ years of experience in an administrative support capacity
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and comfort with additional platforms such as Google Workspace, databases, and calendar management systems.
• Excellent verbal, written and interpersonal skills, including the use of closed-loop communication to ensure accuracy and clarify.
• A strong customer service orientation, demonstrating professionalism and responsiveness in all interactions.
• Proven ability to produce high quality, error free correspondence and documentation.
• Strong organizational and time management skills, with the ability to prioritize multiple tasks, maintain focus, and follow through reliably in a fast paced environment.
• Demonstrated flexibility and adaptability, including the ability to shift priorities, manage frequent interruptions, and reorganize work based on rapidly changing needs.

Desired Qualifications*

• Associate degree in liberal Arts, Communications, IT or equivalent degree.
• Knowledge of Michigan Medicine policies and procedures.
• Working in healthcare or Ambulatory care experience
• Knowledge of UM-Clinical Ambulatory Care structure, processes, and procedures.
• Demonstrated ability to work effectively with individuals and groups from a variety of identities, culture, backgrounds, ideologies, including personal and social identities.
• Experience with EPIC or MiChart.
• Strong interpersonal skills and ability to successfully work with all job classes.
• Excellent organizational, time-management and multi-tasking skills with a keen ability to pay attention to all details.
• Must possess demonstrated ability to take initiative, work independently, prioritize, manage multiple assignments, and follow through on job responsibilities.
• Demonstrates ability to collaborate with others in a team environment, display leadership through problem solving and the initiative to advance knowledge.
• Discretion and judgement regarding sensitive and confidential matters.
• Strong critical thinking and problem-solving skills.
• Demonstrated ability to act in a professional

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.

Work Schedule

Monday through Friday, 8 hours shifts, location: Green Road with potential hybrid.

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 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.