Administrative Assistant Senior

Gamma Phi Omega International; Ann Arbor (MI); Hybrid; USD 42,000 - 54,000; Full time

Job summary

Michigan Medicine is seeking an Administrative Assistant to support payroll, HR, and operations for East Ann Arbor Health and related clinics. You will handle payroll processing, data changes, onboarding, and supplier invoicing while coordinating with managers and staff.

The role requires strong organizational skills, attention to detail, and experience with MS Office and hospital systems. Hybrid work options may be available, with onsite duties Mon-Fri.

Qualifications

• High school diploma or equivalent required; additional college or admin training preferred.

Responsibilities

• Lead Region payroll processing for staff and communicate with leads and staff.
• Process time approvals and communicate with leads and staff.
• Run biweekly payroll queries and ad-hoc reports for managers.
• Onboard new staff regarding Payroll and assist in hire process.
• Enroll staff for classes and monitor education credits for staff.
• Create purchase orders and manage clinic invoices and deliveries.
• Support regional managers and ambulatory care managers; liaison for building access and IT/group emails.

Skills

Payroll experience

Time management

Interpersonal skills

Administrative assistant skills

Communication skills

Teamwork

Microsoft Office

Education

High school diploma or equivalent

Associate degree or equivalent experience

Admin Assistant Senior / Intermediate experience

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

*This position supports primary care segment in the Region which includes East Ann Arbor Health, East Ann Arbor Geriatrics and Dominos Farms Family Medicine.

Payroll Responsibilities

• Lead Region 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 staffConfirm accurate info for JACHO and perform annual audits for all Region staff blue foldersAttend 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 patient services position - post position, screen resumes, arrange interviews, prepare job hire in eRecruitCornerstone

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

• Culture Coach - Employee Survey
• Filing staff paperwork in employee files
• Support Regional Manager and Ambulatory Care Managers
• Work closely with operational team leads and all staff regarding payroll, benefits, accruals, PTO balances, etc.
• Pharm temps - hire and facilitate onboarding process
• 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

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 30,000employees 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 with extended evening hours to 7:00p on Monday and Wednesday. The position requires M-F onsite.

Work Locations

East Ann Arbor Health, East Ann Arbor Geriatrics, and Dominos Farms Family Medicine.

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.