Admin Specialist Senior Health - Lead

University Of Michigan; Ann Arbor (MI); Hybrid; USD 65,000 - 78,000; Full time

Job summary

The University of Michigan Department of Otolaryngology seeks a Team Lead for the Clinical Faculty Admin Assistant Team. This role functionally supervises six Admin Assistants Senior positions, supporting daily operations and collaborating with Division Chiefs and the Admin Director of Clinical Operations to improve processes and staff satisfaction.

You will train staff, manage onboarding and postings, cover for leadership gaps, and contribute to department events and process improvements.

Qualifications

• Bachelor Degree and 2-3 years of administrative experience.
• Some supervisory experience required.
• Familiarity with Medical School policies and procedures preferred.
• Ability to collaborate with clinical faculty and work in a team.
• Ability to manage multiple tasks independently.
• Experience with Epic, Elements and Qgenda preferred.

Responsibilities

• Supervise a team of six Admin Assistants Senior positions; approve time and evaluate performance.
• Lead onboarding and orientation for new Admins; train on new processes and workflows.
• Assist Admin Director with job postings and hiring procedures for clinical faculty Admins.
• Provide day-to-day supervision and escalate issues needing immediate resolution.
• Coordinate coverage for leaves and staffing gaps; support department leadership in staffing decisions.
• Develop and maintain the Otolaryngology Admin Assistant Handbook with policies and procedures.
• Serve as the EPCS liaison and support special projects and department events.

Skills

Supervisory experience

Teamwork

Multi-tasking

Independent work

Education

Bachelor Degree

Tools

Epic

Elements

Qgenda

Job description

The Department of Otolaryngology is looking for an individual to join our team as the Team Lead for the Clinical Faculty Admin Assistant Team. The Department of Otolaryngology is a fast-growing surgical Department in the University of Michigan Medical School that consists of seven Clinical Divisions with forty-three clinical faculty. This Team Lead would functionally supervise six Admin Assistants Senior positions who support the clinical faculty. Working closely with the Division Chiefs in each Clinical Division and under the supervision of the Admin Director for Clinical Operations in the Department of Otolaryngology, this position would seek to support the clinical Admin Assistants in their daily work as well as act as a key contributor to process improvements in the Department leading to improved employee satisfaction, faculty satisfaction and efficiency of Department operations.

Responsibilities*

• Functionally supervise a team of six Otolaryngology Admin Assistants including approving time, contributing to performance evaluation, leading Admin Huddles and acting as lead over onboarding and orientation for all new Admins.
• Trains Admin Team on new processes and procedures as well as develops new workflows to promote efficiency in daily work or improve quality of admin support provided to clinical faculty.
• Assists Admin Director in all job postings and hiring procedures for clinical faculty Admin Assistants in the Dept of Otolaryngology.
• Under the direction of the Admin Director functionally supervises the day to day work of the Admin Team and acts as a point of escalation for issues needing immediate resolution.
• Assigns coverage for Admins when out on leave or there is a gap in coverage as well acts as primary coverage for when Dept Chair's or Dept CDA's Executive Assistant is out.
• Makes recommendations to the Admin Director of Clinical Operations in the Dept of Otolaryngology on staffing changes for Admin Team or changes in core functions of Admin role.
• Creates and maintains Otolaryngology Admin Assistant Handbook that includes all training and reference documents on policies and procedures that are essential duties of the Admin Assistant Team.
• Applies knowledge and expertise to special areas of assignment or projects.
• Acts as Otolaryngology's EPCS liaison.
• Provides support for temporal bone courses and labs.
• Supports Dept Committees as assigned such as the Engagement and Belonging Committee as well as plays key role in supporting Department Events.
• Acts as Otolaryngology's representative to Business Manager meeting.
• Acts as Admin Assistant for assigned Clinical Faculty, including helping to support Division activities outside of the core responsibilities.
• Performs other duties as assigned by Admin Director for Clinical Operations or Chief Dept Administrator in Otolaryngology.

Required Qualifications*

• Bachelor Degree and 2-3 years of experience in an administrative position
• Some previous supervisory, direct or functional, is required
• Demonstrated knowledge of administrative assistant functions and core Medical School policies and procedures
• Demonstrated ability to work with clinical faculty and work collaboratively within a team
• Ability to work independently and multi-task
• Previous experience with Epic, Elements and Qgenda

Desired Qualifications*

• Previous knowledge of Otolaryngology Department policies and procedures and clinical operations

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

Work Locations

Taubman Center Onsite / Hybrid Remote

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.