Administrative Assistant

Job Title

Administrative Coordinator

Job Description

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.

Responsibilities

Payroll Responsibilities:

• Review Charge RN View for accuracy daily.
• Track FMLA usage and extended sick balances weekly.
• Verify NPT/FTE analysis reporting weekly.
• Submit monthly NPT usage reports to Supervisor

HR & Onboarding:

• Post positions (non?bargained).
• Complete new hire and transfer checklists.
• Prepare job offers; request pagers, badge access, and PYXIS access.
• Create ANSOS profiles; maintain blue folders and unit files.
• Verify new hire degrees and certifications.
• Manage static groups
• Disposition candidates via Wolverine Access.
• Send welcome letters and add new hire photos to staff board.
• Process termination/transfer checklists.

Staffing & Scheduling:

• Review and approve schedule exchanges daily.
• Manage ongoing PTO processes, long?term requests, and incremental PTO.
• Maintain OT, downstaffing, and ATO/VTO logs.
• Manage annual PTO and vacation request processes.
• Manage Webscheduler entries and publish plan sheets.
• Create and publish ANSOS schedules.
• Print schedules and communication per ANSOS
• Post and assign open shifts/actively recruit staff for opening shifts.

Reports & Audits:

• Complete annual Blue Folder Reviews.
• Submit annual 75% PTO report.
• Review FTE analysis weekly with Supervisor.
• Verify Staffing Office Logs (OA/OT, Vol Off, Out of Cluster, ect)

Accounting & Purchasing:

• Process Concur expense reports.
• Perform monthly MNA travel fund reconciliation.
• Prepare journal entries as needed.

Personnel & General Administration:

• Maintain unit lists, logs, and ANSOS profiles monthly.
• Process PAR transactions.
• File documents weekly.
• Maintain evaluation logs monthly.
• Conduct AA New Staff Meetings within four weeks of hire. Verify RN degrees and certs are entered into database.

Required Qualifications

• High school diploma or equivalent
• More than 4 years of administrative experience
• Excellent verbal and written communication skills
• Ability to work independently and collaboratively
• Strong organizational, tracking, and follow-up skills
• Ability to multitask in a fast-paced environment with accuracy
• Proficiency in Microsoft Windows and Excel

Desired Qualifications

• Associate or higher degree in business, human resources, or related field
• Experience with OneStaff, MPathways, and eRecruit
• Knowledge of UMPNC, MNA, and AFSCME union contracts
• Familiarity with UMHS 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
• Retirement Savings Opportunities

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

Day shift: 7:00 AM - 3:30 PM

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. This job 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.