Admin Specialist Assoc Health-APP Teams

Michigan Medicine; Ann Arbor (MI); Hybrid; USD 60,000 - 80,000; Full time

Job summary

Michigan Medicine is seeking an experienced office professional to provide comprehensive administrative, operational, and project support for the Cardiovascular Medicine APP Manager and department staff. The role includes HR processes, payroll, training coordination, and confidentiality in handling sensitive personnel data.

Responsibilities encompass onboarding/offboarding, payroll reconciliation, meetings, and project support across department initiatives, ensuring accuracy and professionalism

Qualifications

• Minimum of 5 years of experience in a professional office setting.
• Bachelor's degree or equivalent experience.
• Demonstrate diplomacy and professionalism, including handling confidential information.
• Ability to work independently and exercise sound judgment.
• Ability to collaborate with faculty, staff, leaders, and external partners.

Responsibilities

• Support HR processes: postings, candidate review, scheduling interviews, offers, terminations, and personnel actions.
• Coordinate onboarding and offboarding activities, access requests, training, and equipment tracking.
• Update and schedule Cornerstone training for all employees.
• Process monthly payroll, reconcile, and track PTO/absences.
• Maintain personnel records and document management.
• Coordinate meetings, calendars, and department events.
• Track FMLA/Work Connection requests and compliance with policies.

Skills

Diplomacy

Independent work

Communication skills

Time management

Organizational skills

Education

Bachelor's degree or equivalent experience

Tools

Microsoft Office

Cornerstone

Emburse

eRecruit

MPathways

Job description

Job Summary

The primary function is to provide comprehensive administrative, operational, and project support to the Cardiovascular Medicine Advanced Practice Provider (APP) Manager and departmental APP workforce. The incumbent will coordinate day-to-day office operations, support human resources processes, maintain personnel and payroll records, facilitate departmental projects, and serve as a liaison between department staff and Michigan Medicine Human Resources. This position requires exceptional organizational skills, attention to detail, professionalism, and discretion in handling confidential information. Knowledge of healthcare operations and administrative support practices is preferred.

The primary function is to provide comprehensive administrative, operational, and project support to the Cardiovascular Medicine Advanced Practice Provider (APP) Manager and departmental APP workforce. The incumbent will coordinate day-to-day office operations, support human resources processes, maintain personnel and payroll records, facilitate departmental projects, and serve as a liaison between department staff and Michigan Medicine Human Resources. This position requires exceptional organizational skills, attention to detail, professionalism, and discretion in handling confidential information. Knowledge of healthcare operations and administrative support practices is preferred.

Responsibilities

Duties Include, But Are Not Limited To

• Support departmental human resources processes, including preparing job postings, facilitating candidate review, scheduling interviews, coordinating salary recommendations, preparing job offers, processing terminations, and completing personnel action requests.
• Coordinate onboarding and offboarding activities for staff, including access requests, required training, equipment deployment, and equipment tracking.
• Update and schedule Cornerstone training for all employees.
• Maintain and update APP schedules; process monthly payroll; perform payroll reconciliation; identify and resolve payroll discrepancies; and track PTO usage and unscheduled absences.
• Format/edit a variety of correspondence and perform 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 on equipment and materials; including the ordering of supplies.
• Coordinate resolution of equipment and technology-related issues.
• Coordinate departmental events, large-scale meetings, recognition activities, and employee engagement initiatives.
• Coordinate the use of facilities, service, and equipment.
• Process reimbursements through Emburse.
• Perform financial reconciliation and monitor departmental expenditures and expense reports.
• Update position control reports.
• Schedule meetings and manage calendars.
• Track CME funds and time off for professional development.
• Coordinate and track tuition reimbursement requests and approvals.
• Coordinate credentialing and recredentialing processes for new hires and existing employees.
• Other duties as assigned.

Required Qualifications

• Minimum of 5 years of experience in a professional office setting
• Bachelor's degree or equivalent experience
• Demonstrate a high degree of diplomacy and professionalism, including ability to maintain confidential personnel, payroll, and employee relations information.
• Demonstrated ability to work independently, exercise sound judgment, and take initiative.
• Ability to collaborate effectively with a wide range of faculty, staff, leaders, and external partners.
• Demonstrate ability to prioritize and complete tasks promptly.
• Demonstrated tracking, follow-up, and organizational skills necessary to manage and coordinate a high volume of concurrent activities.
• Demonstrated attention to detail and ability to work under pressure while maintaining a high level of accuracy.
• Demonstrated excellent verbal/written communication skills.
• Demonstrated organizational, prioritization, and time management skills.
• Experience working effectively in a diverse environment and with individuals across multiple levels of an organization, including faculty, staff, and leadership.

Desired Qualifications

• Five or more years of progressively responsible administrative support experience, preferably supporting clinical operations, healthcare leadership, or human resources functions.
• Experience working in a unionized environment with knowledge of collective bargaining agreements (CBAs), including applying established contract provisions related to scheduling, attendance, payroll, leave administration, and other administrative processes while maintaining confidentiality and professionalism.
• Experience with payroll processing, reconciliation, leave tracking, and timekeeping administration preferred.
• Experience supporting human resources processes, including recruitment, onboarding, personnel transactions, and employee record maintenance.
• Experience handling confidential personnel, payroll, and employee information with discretion and professionalism.
• 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 manage 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.
• Knowledge of University and Department of Internal Medicine policies, procedures, and regulations
• Experience coordinating APP evaluations.
• Experience coordinating onboarding and offboarding activities, including access requests, required training, equipment deployment, and equipment tracking.
• Experience with Michigan Medicine systems such as Cornerstone, Emburse, eRecruit, MPathways, and scheduling/payroll platforms preferred.

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

Days

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 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.