Admin Specialist Senior Health - Lead

Michigan Medicine; Ann Arbor (MI); Hybrid; USD 60,000 - 85,000; Full time

Job summary

Michigan Medicine’s Department of Otolaryngology seeks a Team Lead for the Clinical Faculty Admin Assistant Team to supervise six Admin Assistants Senior and support clinical faculty. The role reports to the Admin Director for Clinical Operations and partners with Division Chiefs to improve efficiency and staff satisfaction.

The person will lead onboarding, training, and new workflows, participate in posting and hiring, and act as escalation point for issues, while ensuring coverage and

Qualifications

• Bachelor's degree and 2-3 years of administrative experience.
• Some supervisory experience is required.
• Knowledge of medical school policies and admin functions.
• Ability to work with clinical faculty and multi-task.

Responsibilities

• Supervise a team of six Admin Assistants Senior, approve time, and support onboarding.
• Train the Admin Team on new processes and develop workflows for efficiency.
• Assist in job postings and hiring for clinical faculty Admin Assistants.
• Escalate day-to-day issues and ensure coverage when staff are unavailable.
• Contribute to staffing decisions and maintain the Admin Assistant Handbook.
• Support EPCS liaison work and assist with courses, labs, and department events.

Skills

Administrative experience

Supervisory experience

Team collaboration

Multi-tasking

Education

Bachelor's Degree

Tools

Epic

Elements

Qgenda

Job description

Job Summary 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

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.