Administrative Assistant Senior Healthcare

University Of Michigan; Michigan; Hybrid; USD 52,000 - 70,000; Full time

Job summary

University of Michigan's Michigan Medicine seeks an Administrative Assistant Senior Healthcare to support payroll, timesheet administration, and HR systems across units. This role requires ensuring accuracy, supporting managers, and handling complex timekeeping processes.

The position involves biweekly payroll, incentive coding, and coordination with Work Connections on LOA and FMLA matters. Hybrid work options and process improvement projects are available.

Qualifications

• High school diploma or equivalent.
• More than 4 years of administrative experience.
• Excellent verbal and written communication skills.
• Ability to work independently and collaboratively.
• Strong organizational, tracking, and follow-up skills.
• Ability to multitask in a fast-paced environment with accuracy.
• Proficiency in Microsoft Windows and Excel.

Responsibilities

• Review and Update/Correct Self-Service employee timesheets; notify employees and managers of changes.
• Review employee timesheets, verifying hours, unplanned OT, PTO vs pay, and coding as needed.
• Biweekly payroll processing and related duties.
• Work weekends for payroll cutoffs; flex hours.
• May require work on holidays to meet payroll deadlines.
• Record details of FMLA/Work Connections/Extended Sick approvals.
• Track Extended Sick balances and handle related adjustments.
• Make adjustments to shift differential in payroll systems and other manual changes.

Skills

Administrative experience

Excellent communication

Multitasking

Independent work

Organizational skills

Education

High school diploma or equivalent

Tools

Microsoft Windows

Excel

Job description

Administrative Assistant Senior Healthcare

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.

Responsibilities*

Review and Update/Correct Self-Service employee timesheets. Notify employees and manager of changes

Review employee timesheets, verifying units worked, "unplanned OT", OOC PTO vs pay, and other coding as needed

Biweekly Payroll

Work weekends for some payroll cutoffs - Flex hours

May require work on holidays to meet payroll deadlines

Record details of FMLA/Work Connections/Extended Sick approvals

Track Extended Sick Balances (leave data Wolverine).

Make multiple adjustments to shift differential in Mpathways (payroll), and other manual changes needed after interface

add SHO for PCTAs and PCNAWS in Mpathways for any no-pay/partial pay hours

add shortcode CSR shortcode for any PTO/HOL/etc for PCTAs and PCNAWs in Mpathways

Gross Pay Registers and send to managers for approval

GPR and Off Cycle GPR's and send to managers for approval

Calculate special incentive pay, add coding to OneStaff and MPathways and charge to correct shortcode

Use Incentive Tracker to track unit incentives.

Update CSR payroll incentive spreadsheet and track CSR incentives

Process Salary Transfer, when necessary, track on off-cycle GPRs, save with electronic payroll records

Process prior Period Adjustments when necessary (detail entries to prevent PPA)

Reconcile Work Comp Payments when applicable

Timecards for Magnet, Governance Time, Michart, ect

Process Repayment/Overpayment notices from payroll

Follow up with Work Connections on LOA's

Track employee FTE in OS/Mpathways

Update RN OA Log, process incremental PTO adjustments as needed. Notify manager and employee

Update Sitter Log, process salary transfers as needed

Clerical Incremental PTO process- send reminder prior to due date, calculate qualifying OA, enter OAP into Mpathways, notify manager and employees of qualification/disqualification status

AFSMCE incremental PTO process - calculate qualifying OA in OneStaff, notify qualifying employees and manager, add OAP in Mpathways

Scan all payroll records (TI reports, Gross Pays, etc) into restricted drive for record keeping

Respond to employee and manager inquiries regarding pay

Serve as SME for payroll issues for office and management

Process PCFs- review in Wolverine and OneStaff for accuracy

Update Static Groups with new hires, transfers, terminations

Update payroll and some department reference tools (OS Codes, OT calculations, extra time for clerks, etc)

Update OneStaff personnel notes (FMLA/EST/non-family funeral time)

Process and track tuition support requests

Respond to employee and manager inquiries regarding interpretation of contracts

Participate and complete special projects regarding payroll as determined by Hospital Payroll or management

Be point of contact for units when they have questions etc. about CSR items or employees charged to them, etc.

Monitor temp employee shifts and OA/OT for other employees to be sure timecards have been received for all time worked; if not received then delete in Mpathways after inteface

Highlight Tis before sending to managers for approval

Send notices and process PTO sellbacks in accordance with hospital guidelines

Required Qualifications*

• High school diploma or equivalent
• More than 4 years of administrative experience
• Excellent verbal and written communication skills
• Ability to work independently and collaboratively
• Strong organizational, tracking, and follow-up skills
• Ability to multitask in a fast-paced environment with accuracy
• Proficiency in Microsoft Windows and Excel

Desired Qualifications*

• Associate or higher degree in business, human resources, or related field
• Experience with OneStaff, MPathways, and eRecruit
• Knowledge of UMPNC, MNA, and AFSCME union contracts
• Familiarity with UMHS policies and procedures

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
• Retirement Savings Opportunities

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

Day shift: 7:00 AM - 3:30 PM

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.

Working Title