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.
Please submit two writing samples. For example, memos, mock meeting minutes, or agendas.
This position will provide responsible and 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 may occasionally 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.
• Applying independent judgement, operate and perform complex job responsibilities, applying sound and qualitative decision making. Provide responsible and complex administrative support to the staff and faculty of the Quality Department, supporting special projects as deemed necessary, including the Ambulatory and Inpatient Guideline Programs and the programs of the Quality Improvement Committees. Analyze, and compile information requests, determine complex trends and paths forward, using problem-solving skills to obtain a positive result.
• The successful candidate will have a collaborative and friendly work style, be exceptionally well-organized with ability to multi-task and prioritize, and possess executive facing written and verbal communication skills. This role plays a critical role within the Quality Administrative Team.
• Manage complicated and ever-changing Outlook calendars for multiple key stakeholders, as well as exercise independent judgment in setting priorities for the effective use of time.
• Proven ability to take detailed minutes and produce a written document that summarizes the event/meeting, displaying the ability to analyze a problem or situation and develop solutions.
• Requires processing large volumes of work in an accurate and efficient manner to ensure proper program execution.
• Coordinate the organization of meetings that include key Michigan staff and leaders. These duties include, but are not limited to the development of an itinerary including flight schedules and reservations, ground transportation, hotel accommodations and all other applicable arrangements.
• Complete Concur travel expense reports, prepare non-PO vouchers. Provide excellent customer service to all customers and triage all incoming calls. Compose, edit and process correspondence.
• Operating within the M-Pathways Financials and Physical Resources System, purchase commodities and equipment under the direction of the Administrative Manager. Reconcile Pcard statements and process reimbursements using the Concur system. Serve as the Department liaison with external vendors, such as cleaning services, equipment maintenance and technology vendors, independently determining appropriate communications and next steps
• Reorganize and maintain the Quality server structure, which contains over 200 folders.
• Independently manage the creation of job aides, compile in a complex PDF structure and disseminate across all Quality units.
• Serve as the ambassador for the leaders and team for which you support through Quality, escalating and communicating on behalf of the Department and serving as a team liaison.
• Process capital and operational purchasing requirements for department; investigate and analyze items; obtaining 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. Apply understanding and ability in identifying costs or charges to move to appropriate chartfields when necessary. Ability to analyze problems or situations and develop solutions. Complete PDS2 requirements.
• Maintain and ensure compliance with complex database security/license renewals.
• Prepare and submit journal entries. Apply expert knowledge of Procurement, analyzing vendor invoices for accuracy, creating purchase orders, Non PO vouchers and People Pay. Use General Ledger to verify payment status and follow-up as needed.
• Assist Administrative Manager on confidential HR items. Process PAR requests. Submit HRSC tickets, including preparation of Position Descriptions, job postings and the HRSC posting form.
• Assist manager in developing job descriptions for staff. Access the MPathways Human Resources management system to review resumes and make recommendations on qualified candidates for interview invitations. Participate in interviews and provide feedback.
• Assess the need for training of incoming Administrative Assistants with Quality Core Standards.
• With minimal supervision, lead facility planning projects involving building moves and office reorganization. Initiate correspondence with Facilities, and follow-up on status of projects.
• Request quotes for electrical, data, furniture, and installation. Coordinate with moving company for large moves and installations. Work with outside vendors such as AT&T for data lines and communications and also with HITS to coordinate computer hardware moves and installation.
Other duties as assigned by the Administrative Manager.
Bachelor's degree or equivalent and more than 3- 4 years of experience in an administrative assistant senior position.
Candidate must be self-motivated and demonstrate excellent judgment in problem solving and prioritize work duties.
The applicant must have the ability to manage multiple projects simultaneously, meet deadlines and work collaboratively with others.
A history of exemplary customer service and/or the ability to resolve issues in a diplomatic manner is a must.
A high level of attention to detail is required.
Proven advanced Outlook knowledge to schedule meetings for faculty and senior staff is required.
Skills with Microsoft Office, Word, Excel and Excel formulas are essential.
A working knowledge of the U of M financial reporting structure would be a plus.
This job posting will fill 2 positions.
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.