Admin Asst Sr Healthcare/Admin Asst Intermediate Healthcare (underfill)

University Of Michigan; Ann Arbor (MI); On-site; USD 55,000 - 75,000; Full time

Job summary

The University of Michigan Department of Otolaryngology-Head and Neck Surgery seeks a highly motivated administrative assistant senior to proactively support leadership and faculty. You will manage calendars, correspondence, onboarding, and special projects within a collaborative team.

Responsibilities include managing meetings, travel, reimbursements, drafting documents, and maintaining faculty CVs while upholding confidentiality and professional standards. Hybrid work options may be available.

Qualifications

• Associates degree in health care administration or related field, or equivalent combination of education and healthcare experience.
• Four or more years of progressively responsible administrative experience.
• Strong interpersonal skills, integrity, and discretion handling confidential information.
• Ability to manage a large, varied workload with attention to detail and flexibility with deadlines.
• Excellent oral and written communication; proactive in anticipating needs.
• Proficient with Microsoft Outlook, Word, Excel and PowerPoint.

Responsibilities

• Provide advanced administrative support to Division leadership and faculty.
• Screen, triage, and respond to calls, mail, faxes, and email with independence.
• Manage complex calendars and scheduling with frequent changes.
• Maintain Curriculum Vitae for clinical faculty and assist onboarding.
• Draft, edit, and proofread correspondence, itineraries, and presentations.
• Attend division meetings, prepare agendas, minutes, and follow-up items.
• Coordinate meetings, events, travel, reimbursements, and CME processes.
• Procure subscriptions, memberships, and supplies using university vendors and P-card.
• Assist with clinic/OR closing in Qgenda and inform stakeholders timely.
• Lead special projects and act as liaison with department and institutional stakeholders.

Skills

Advanced administrative support

Calendar management

Communication skills

Outlook

Word

Excel

PowerPoint

Privacy & confidentiality

Team player

Education

Associates degree in health care administration

Tools

MiChart

M Marketsite

Emburse Enterprise

Zoom

Qgenda

Google platform

Job description

Job Summary:
The University of Michigan Department of Otolaryngology seeks to recruit and retain a diverse workforce as a reflection of our commitment to serve the diverse people of Michigan, to maintain the excellence of the University, and to offer our learners richly varied perspectives and ways of learning.

Department of Otolaryngology- Head and Neck Surgery is seeking a highly motivated and organized administrative assistant senior who will work to proactively support the needs of leadership and other faculty within a Division. The successful candidate must be able to exercise considerable discretion and independent judgment, while also working as part of a larger administrative team to accomplish Department goals and initiatives.

Responsibilities*

Responsibilities include, but are not limited to:

• Provide advanced administrative support to Division leadership and other faculty
• Screen, prioritize, triage and respond to phone calls, mail, faxes, email; handling independently as appropriate.
• Complex calendar and schedule management; includes exercising judgment on setting priorities for effective use of time and responding to frequent changes in scheduling.
• Maintain Curriculum Vitae for clinical faculty.
• Assist with onboarding of new faculty, monitoring licensure renewal dates, processing provider enrollment paperwork, and off boarding of departing faculty.
• Initiate, draft, edit, and proofread correspondence, itineraries, strategic documents, letters of recommendation, and presentations.
• Attend division meetings, preparing agendas, completing minutes, and following up on action items.

Coordinate meetings, symposiums and other large events including reserving location, sending invites, arranging catering, a/v and teleconferencing needs, assisting invited guests and

speakers, managing travel arrangements and reimbursements, processing honoraria, applying for CME credit, and preparing and distributing agendas and other meeting materials.

• Procurement of subscription and membership renewals/dues, conference registrations and travel arrangements, catering, books and other supplies using university preferred vendors, purchase orders and the p-card.
• Initiate travel and hosting expense reports and reconcile p-card statement. Book travel for faculty and guests in CTP travel system.
• Assist with completing clinic and OR closing process, documenting in Qgenda, and informing key stakeholders in a timely fashion.
• Coordinate special projects as assigned, such as developing and managing electronic filing and tracking systems using DropBox, Google Forms, Sharepoint, etc.
• Assist temporary and new employees with orientation and familiarization with policies and procedures within the Department.
• As part of the administrative team, participate in team meetings, assist team members, provide backup coverage for other administrative positions, participate in continuous improvement to protocols and processes.
• Act as lead liaison for Division with other key Department and Institutional stakeholders.
• Perform other tasks as assigned in support of department work and objectives.

Required Qualifications*

• Associates degree in health care administration or related field or equivalent combination of education and experience in a healthcare setting.
• Four or more years of progressively responsible administrative experience.
• Exceptional interpersonal skills and a team player attitude, with a high level of integrity, demonstrating creativity and leadership in resolving issues and managing confidential information.
• Ability to manage a large and varied workload with excellent attention to detail, managing deadlines in a timely manner while demonstrating flexibility when priorities and deadlines change.
• Anticipate needs of those you are supporting.
• Excellent oral and written communication skills with ability to listen carefully, seek answers and offer suggestions is essential.
• Proficient in Microsoft Outlook, Word, Excel and PowerPoint.
• Excellent attendance record and ability to work flexible hours when needed.

Ability to demonstrate and support others in upholding the Department's core values of engagement, civility, inclusion and accountability.

• Associate's degree in health care administration or related field or equivalent combination of education and experience in a healthcare setting.
• Two or more years of progressively responsible administrative experience.
• Exceptional interpersonal skills and a team player attitude, with a high level of integrity, demonstrating creativity and leadership in resolving issues and managing confidential information.
• Ability to manage a large and varied workload with excellent attention to detail, managing deadlines in a timely manner while demonstrating flexibility when priorities and deadlines change.
• Anticipate needs of those you are supporting.
• Excellent oral and written communication skills with ability to listen carefully, seek answers and offer suggestions is essential.
• Proficient in Microsoft Outlook, Word, Excel and PowerPoint.

Desired Qualifications*

Desired Qualifications

• Reasonable knowledge of University policies and procedures
• Proficient in MiChart, M Marketsite, Emburse Enterprise, Zoom, Qgenda and Google platform.
• Experience with large meeting and event coordination.
• Successful work experience with broad responsibilities in a large, complex organization.
• Experience in a healthcare setting with knowledge of clinical terminology and an understanding of healthcare delivery and clinical roles

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-Friday
Day shift

Work Locations

Taubman Center

Underfill Statement

This position may be underfilled at a lower classification depending on the qualifications of the selected candidate.

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 maybegin as early as the eighth day after posting.Thisopening may be removed from posting boards and filled any time 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.

Job Opening ID

284068

Working Title