Administrative Assistant Senior

Michigan Medicine; Ann Arbor (MI); Hybrid; USD 42,000 - 60,000; Full time

Benefits offered by this job

Excellent medical, dental and vision

2:1 retirement matching

Job summary

Michigan Medicine is seeking an Administrative Assistant Senior/Intermediate to support payroll, HR processes, and administrative workflows. The role involves managing payroll for ACUs, onboarding new staff, coordinating interviews, maintaining staff files, and assisting with procurement and scheduling.

The position supports multiple departments, works in a healthcare environment, and requires strong organizational and communication skills.

Qualifications

• High school diploma or equivalent and/or a combination of education and experience.
• Strong payroll experience with Michigan Medicine or similar health system preferred.
• Proficient in Microsoft Word, Excel, PowerPoint, Outlook and calendar tools.
• Excellent communication and interpersonal skills; able to work with all staff levels.

Responsibilities

• Lead ACUs payroll for staff and process time approvals.
• Coordinate HR tasks: onboarding, leave of absence, and recruitment support.
• Handle incident reports notifications and maintain staff records.
• Create and manage PARs for job data changes and audits of staff folders.
• Support purchasing, scheduling, and calendar management for managers.

Skills

Payroll experience

Time management

Interpersonal skills

Administrative skills

Communication

Microsoft Office

Teamwork

Education

High school diploma or equivalent

Associate degree (optional)

Tools

Microsoft Word

Excel

PowerPoint

Outlook

Calendar software

Job description

Mission Statement

The University of Michigan Health System 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.

Responsibilities

Payroll Responsibilities

• Lead ACUs payroll for staff
• Process time - approve, communicate with leads and all staff
• Communicate prior period adjustments
• Run Biweekly queries for payroll
• Run Ad-hoc reports for managers
• PTO Sell Back
• Help with Incident report notifications

Job Data Responsibilities

• Create PARs for all job data changes - effort change, promotions, terminations, title change, supervisor change, DBE changes

Blue Folder Brigade Member Responsibilities

• Create blue folder for new staff and coordinate transfers for current Michigan Medicine staff
• Confirm accurate info for JACHO and perform annual audits for staff blue folders in both ACUsAttend meetings and communicate changes and improvements to managers.

HR Responsibilities

• Work with Work Connections and HR Solutions Center on leave of absences
• Onboard new staff regarding Payroll
• Assist in hire process for staff positions for both ACUs - post position, screen resumes, arrange interviews, prepare job hire in eRecruit, etc.

Cornerstone Responsibilities

• Enroll staff for classes
• Enter ongoing learning education credits for staff
• Monitor out of compliance mandatories for staff and send out of compliance emails to staff

Purchasing Responsibilities

• Create Purchase orders in Marketsite for Clinics
• Submit invoices, track payments, and deliveries for clinic supplies

Other Responsibilities

• Maintain the calendar of the Administrative Manager and Medical Director, including exercising judgment on setting priorities for the effective use of the Managers time.
• Faclitate scheduling clinic meetings, creating agendas and summarizing minutes at the direction of the ACU triads
• Culture Coach - Employee Survey
• Filing staff paperwork in employee files
• Support Regional Managers and Ambulatory Care Managers
• Work closely with operational team leads and all staff regarding payroll, benefits, accruals, PTO balances, etc.
• Create and maintain Resident VA schedule and monthly calendar.
• Qgenda assist with tracking Attending coverage tally/totals, reporting absences as needed.
• This role also supports the nursing supervisors.
• Assist with building and employee access - initial and renewal requests for building (key and ID badge), system (e.g. MiChart, MLearning) and email group access.
• Administrative liaison for Patient Family Advisory Council meetings.
• Tuition Reimbursement - Collect required paperwork and support documents and submit PAR.
• Complete Purchase Orders for Cleaning service allocations
• Other duties as assigned

Required Qualifications

• High school diploma, associate degree and/ or an equivalent combination of education and experience is necessary.
• HRMS and FIN M-Pathways
• Strong Michigan Medicine Payroll experience
• Time management
• Strong interpersonal skills and the ability to work well with all levels of staff and faculty.
• Strong administrative assistant skills
• The ability to take initiative, work independently, prioritize, follow through on job responsibilities and manage multiple tasks in a busy heath care environment.
• Display leadership through problem solving and be team oriented.
• Must be able to work in a team setting and have excellent communication skills, strong interpersonal and organization skills.
• Proficient in the use of Microsoft Word, Excel, PowerPoint, Outlook, Calendar software, as well as other database or similar applications. Strong customer service focus.
• Must maintain excellence attendance and time management skills.

Admin Asst Senior

at least four years of administrative assistant or related experience is necessary.

Admin Asst Intermediate

at least two years of administrative assistant or related experience is necessary.

Desired Qualifications

• Considerable knowledge of University Policies and Procedures.
• Primary Care Health Center experience.
• Strong computer experience

Why Join Michigan Medicine?

Michigan Medicine is one of the largest health care complexes in the world and has been the site of many groundbreaking medical and technological advancements since the opening of the U-M Medical School in 1850. Michigan Medicine is comprised of over 30,000 employees and our vision is to attract, inspire, and develop outstanding people in medicine, sciences, and healthcare to become one of the world?s most distinguished academic health systems. In some way, great or small, every person here helps to advance this world-class institution. Work at Michigan Medicine and become a victor for the greater good.

What Benefits can you Look Forward to?

• Excellent medical, dental and vision coverage effective on your very first day
• 2:1 Match on retirement savings

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

Operational hours are currently M-F 7:00a-5:00p. The position requires M-F onsite.

Work Locations

Briarwood Medical Group (Building 3) and Taubman General Medicine (Taubman Center)

Underfill Statement

This position may be underfilled as a Administrative Assistant Intermediate depending on the qualifications of the selected candidate.

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. This job may be removed from posting boards and filled anytime 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.