Administrative Assistant Senior

Michigan Medicine; Ann Arbor (MI); Hybrid; USD 55,000 - 75,000; Full time

Benefits offered by this job

Excellent medical, dental and vision

2:1 retirement match

Job summary

Michigan Medicine is seeking an Administrative Assistant Senior for Ambulatory Care Nursing. The role supports nursing leadership and staff with a wide range of administrative tasks, requiring discretion and strong communication.

The position includes calendar management, payroll-related questions, HR duties, medical reports, and coordination of supplies, with a hybrid work option and emphasis on accuracy and professionalism.

Qualifications

• A high school diploma or equivalent.
• 4+ years of experience in an administrative support capacity.
• Proficiency in Microsoft Office software, as well as other databases, e-mail and calendar-keeping software.
• Excellent verbal, written and interpersonal skills.
• Strong customer service focus.
• Demonstrated ability to produce professional correspondence, free from grammatical and spelling errors.

Responsibilities

• Assist with Payroll questions, tracking of reports as needed (PTU, PTO, FMLA, etc.).
• Manage complex calendars.
• Manage administrative processes such as Blue Folders, Performance Valuations, email distribution lists, documents, staff contact lists, etc.

Skills

Microsoft Office

Email & calendar software

Interpersonal skills

Customer service

Communication skills

Education

High school diploma or equivalent

Tools

MiChart

Job description

Mission Statement

Michigan Medicine 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.

Job Summary

Michigan Medicine is seeking an Administrative Assistant Senior for Ambulatory Care Nursing.

Responsibilities

Administrative support

• Assist with Payroll questions, tracking of reports as needed (PTU, PTO, FMLA, etc.)
• Manage complex calendars.
• Manage administrative processes such as Blue Folders, Performance Valuations, email distribution lists, documents, staff contact lists, etc.
• PTO requests
• Draft correspondence and documents, PowerPoint presentations and Excel spreadsheets.
• Manage email group, paging groups, shared drives, etc.
• Troubleshoot various system issues.
• Provide coverage for other administrative support staff within the UMMG Administrative Support Team.
• Perform an assigned set of suite duties such as supply ordering, miscellaneous vendor liaison, etc.
• Perform other duties as directed.

Reports

• Record data in reporting systems
• Prepare process concur/expense reports, and hosting reports, process requests for supplies and services, follow up on orders.
• EMR reporting workbench (create, run and maintain reports in collaboration with manager)
• Assist leaders as directed with incident reports, financial reports, progress reports, patient letters, business reports, PTU, and other required deliverables.

Supply management

• Supply inventory management
• Order equipment
• Place orders through approved vendors
• Review delivery packing slips to ensure accuracy
• Reconcile statement of activity against supply orders.

HR and Physical Space Management

• Assist leaders with HR related duties
• Post job openings
• Coordinate interviews
• Assist with onboarding access and equipment needs
• Anticipate the needs of those being directly supported.
• Assist manager in review of the safety of physical space.
• Handle administrative matters which may be of a confidential nature with the upmost level of discretion.

Miscellaneous - Other Duties As Assigned.

Required Qualifications

• A high school diploma or equivalent
• 4+ years of experience in an administrative support capacity
• Proficiency in Microsoft Office software, as well as other databases, e-mail and calendar-keeping software.
• Excellent verbal, written and interpersonal skills.
• Strong customer service focus.
• Demonstrated ability to produce professional correspondence, free from grammatical and spelling errors.

Desired Qualifications

• Knowledge of Michigan Medicine policies and procedures.
• Ambulatory care experience
• Knowledge of UMMG/Ambulatory Care structure, processes, and procedures.
• Demonstrated ability to work effectively with individuals and groups from a variety of identities, culture, backgrounds, ideologies, including personal and social identities.
• Experience with MiChart.
• Strong interpersonal skills and ability to successfully work with all job classes.
• Excellent organizational, time-management and multi-tasking skills with a keen ability to pay attention to all details.
• Must possess demonstrated ability to take initiative, work independently, prioritize, manage multiple assignments, and follow through on job responsibilities.
• Demonstrates ability to collaborate with others in a team environment, display leadership through problem solving and the initiative to advance knowledge.
• Discretion and judgement regarding sensitive and confidential matters.
• Strong critical thinking and problem-solving skills.
• Demonstrated ability to act in a professional

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

Monday through Friday, 8 hours shifts, location: Green Road with potential hybrid.

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 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.