A cover letter is required for consideration for this position and should be attached as the first page of your resume. The cover letter should address your specific interest in the position and outline skills and experience that directly relate to this position.
This position will provide responsible and highly complex administrative support to the staff and faculty of the Quality Department. We work with key leadership of Michigan Medicine, which requires a professional demeanor in addition to a high level of attention to detail. This position will routinely handle items of a confidential nature. Assignments are very diverse and time sensitive. This position will operate as part of a team, working together to support all we serve.
General Administration - Operate and perform job responsibilities with a high degree of autonomy in decision making. Display broad thinking in all situations. Provide a variety of complex administrative support services across the Quality department. Operate independently with regard to developing job aids and disseminating information to staff. Approve departmental time sheets as needed. Independently develop departmental on-boarding and off-boarding standards and implement with staff, especially as relates to data access and security. Purchase software renewals as needed. Maintain departmental customer service standards. Anticipate needs and monitor status of projects. Lead projects of a moderate size as appropriate. Function as backup/partner to Admin Manager of Administrative Team. Serve as administrative support lead for assigned Quality programs and units. Manage and maintain blue folders to ensure compliance with UMHR policies. Provide a broad administrative support services across seven Quality units in the areas of Human Resources and Finance. Represent the Quality Administrative team in all interactions utilizing a balance of empowerment, broad thinking skills and common sense. Follow up on decisions and other assignments that result from meetings with leadership. Make recommendations for improved effectiveness and efficiency with the programs. Anticipate needs and monitor status of projects. Coordinate needs and communication with UMHS faculty, external key stake holders and various leadership, committees and groups. Analyze, compare and evaluate various courses of action and have the authority to make independent decisions on matters of significance. Composing and editing of documents, communiques and email to both internal and external stakeholders; requiring broad thinking skills, strategic problem solving skills and decision making skills. Develop and maintain a procedure manual that will be electronic – it will include job aides, on boarding and exiting of staff as well as compiling a list of applicable links - adding and deleting with autonomy as the departmental structure forms and changes. Exercise independent judgment in problem solving.
Finance - Process capital and operational purchasing requirements for department; research items and obtain price quotes, enter information into University purchasing systems, receive purchase orders, maintain and/or manage financial documents and/or accounts as assigned, including PCard reconciliation. Serve as a CONCUR department delegate for staff and faculty. Arrange and coordinate travel and travel reimbursement via CONCUR for leadership and staff. Apply understanding and ability in identifying costs or charges to move to appropriate chartfields when necessary. Analyze and compare expenses on Statement of Activity to help prepare financial reports. Assist in providing budget variance explanations. Partner with manager to develop standardized procedures for SOA reconciliation. Complete PDS2 requirements. Maintain database security/license renewals. Prepare and submit journal entries. Assist and support the Admin Manager in reconciling Business Intelligence reports and producing balance sheets for small units. Counsel with the Admin Manager with post award financial management of the SIM research project; This is a 20 million per year for five-year project aimed at reducing ED visits and admits. She will be preparing vendor payments, analyzing vendor invoices for accuracy and again, keeping a balance sheet of the budget versus actual expenses. Pro-actively take tasks on independently. Partner with Admin Mgr on highly complex HR and Financial items. Assisting in pulling data from business intelligence for the forecasting in the area of staff resource expenses. This will involve working on complex excel sheets to prorate salary estimates.
Human Resources - Process PAR requests. Assist with HRSC tickets and preparing job postings and HRSC posting form. Assist manager in developing job descriptions for staff. Pull and review resumes. Participate in interviews and provide feedback. Partner with manager and produce independent reports in the process of reviewing all staff role, titles and salaries. This will be done to provide hard data to the Director of Quality for review of my recommendations of potential next steps. Utilize the Data Warehouse, Business Objects and General Ledger to reconcile monthly, by pulling data, creating balance sheets and reporting back to me with results and variances.
Special projects as assigned.
This position requires a high level of organizational, analytic, and problem solving skills. Must be able to prioritize tasks, work independently, handle multiple tasks simultaneously, and be able to synthesize big picture/goals into specific tasks required to reach objectives. Bachelor's degree in a relevant field of study, or an equivalent combination of education and experience is required. Minimum 4-6 years progressively responsible administrative support, including some in a supervisory capacity. Must have a proven track record of successfully and positively working with leadership, faculty, and staff. Must possess exceptional verbal and written communication skills. Meticulous proofreading skills/attention to detail is required. Must have a strong dedication to customer service and an ability to work within a team-focused, participative management framework. Must possess the ability to assess competing priorities, manage workflow, and meet operational deadlines in a complex organization with minimal supervision. Must have a high level knowledge of Excel and Word. A proven ability to use discretion and appropriate judgment regarding sensitive and confidential matters is required.
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.
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.
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.
The University of Michigan is an equal opportunity/affirmative action employer.
Internal Number: 150028
About University of Michigan - Ann Arbor
A great university is made so by its faculty and staff, and Michigan is recognized as one of the best universities to work for in the country. The Michigan culture is known for engaging faculty and staff in all facets of the university to create a workplace that is vibrant and stimulating.For two consecutive years, the Chronicle of Higher Education has placed U-M in its "Great Colleges to Work For" survey. In particular, the university earns high marks for strong relations between faculty and administrators, a collaborative system of governance, strong pay and benefits, and a healthy work/life balance.