Job Summary
The primary function is to assist the Cardiovascular Medicine Advance Practice Manager with day-to-day office functions, project coordination and operational support for departmental Advanced Practice Provider (APP) staff with a high level of organization and expertise. Foundation in administrative office support and understanding of health system operations is needed. Serve as a liaison between department staff and Michigan Medicine Human Resources. This position will require a high degree of professionalism and discretion with sensitive information.
Responsibilities*
Duties include but not limited to:
- Support all departmental teams with human resources processes (including preparing job postings, candidate review, scheduling interviews, salary settings, job offers, termination, and personnel action requests).
- Onboarding and offboarding of staff (including access requests, trainings, and deploying/tracking departmental equipment).
- Update and schedule Cornerstone training for all employees
- Maintain/adjust APP schedules, monthly payroll, payroll reports, gross pay reconciliation and corrections of any errors, track PTO usage and unscheduled absences.
- Format/edit a variety of correspondence and performs document management of all kinds
- Organize yearly evaluation process for APP staff
- Maintain personnel records and Blue Folders.
- Process clinic closing requests and maintain APP time away tracking.
- Arrange, coordinate, and document meetings
- Track all FMLA/Work Connection requests/approvals.
- Support management ensuring employees are compliant with Michigan Medicine Policies and Procedures.
- Facilitate/execute projects within the department.
- Review expenditures for equipment and materials.
- Execute resolution of equipment issues.
- Coordination of events, large scale meetings, and employee appreciation lunches.
- Coordinate the use of facilities, service, and equipment.
- Process reimbursements through Chrome River
- Financial reconciliation and expenses management
- Update position control reports.
- Schedule meetings and manage calendar.
- Track CME funds and Time off for professional development.
- Tuition reimbursement
- Credentialing of new hires and current employees
- Other duties as assigned
Required Qualifications*
- Demonstrate a high degree of diplomacy and professionalism
- Ability to work independently and cooperatively
- Demonstrate ability to prioritize and complete tasks in a timely manner
- Able to utilize tracking and follow up skills to monitor and coordinate a large volume of work
- Demonstrate attention to details. Able to work under pressure when a high degree of accuracy is required
- Demonstrate excellent verbal/written communication skills
- High level or organization and time management skills
- Work experience in a diverse environment, with multiple levels of faculty and staff
Desired Qualifications*
- Progressively complex administrative assistant experience
- Proficiency in the use of computers and software including Microsoft Office products (Word, Excel, PowerPoint, Outlook)
- Skilled in organization and attention to detail
- Demonstrated ability to handle multiple items simultaneously and produce high-quality work in a timely, accurate and efficient manner.
- Ability to work in a team environment and build trust with colleagues, staff, and faculty.
- Work independently and self-initiated
- Knowledge of University and Department of Internal Medicine policies, procedures, and regulations
- Experience coordinating APP evaluations
- Experience with onboarding/offboarding of staff
Work Schedule
Monday - Friday
Work Locations
Medicine Medicine Medical Campus
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 anytime after the minimum posting period has ended.
U-M EEO/AA Statement
The University of Michigan is an equal opportunity/affirmative action employer.