Administrative Assistant Sr

University Of Michigan; Ann Arbor (MI); Hybrid; USD 52,000 - 70,000; Full time

Benefits offered by this job

Medical, dental and vision coverage

Retirement match 2:1

Job summary

Michigan Medicine seeks an experienced administrative professional to support a department. Under general direction, you will coordinate meetings, assist in recruitment, schedule interviews, handle travel reimbursements, manage office supplies, and maintain employee records in compliance with policies.

You will prepare data sheets and reports, monitor calendars, support faculty, staff and students, and ensure accurate processing of payroll, leaves, and reimbursements while safeguarding

Qualifications

• Graduation from high school or an equivalent combination of education and more than four years of administrative related experience.
• 3 to 5+ years of dedicated administrative or executive support experience.
• Associate's or Bachelor's degree in business or communications is highly preferred.
• Advanced proficiency with productivity suites like Word, Excel, PowerPoint and Google Workspaces.
• Hands-on experience with modern scheduling, travel booking, and digital expense reporting systems (e.g., Concur), and processing payroll.

Responsibilities

• Coordinate and plan meetings, including agendas and documentation.
• Participate in the recruitment process, orientation, and training.
• Schedule Interviews
• Posting, monitoring and hiring new employees through eRecruit
• Prepare data sheets, presentations, and tracking tools
• Supply ordering using purchase orders/short codes.
• Service as a point of contact for onsite support tasks such as printing, scanning, directing individuals to the appropriate person
• Submit maintenance and facility services request as needed
• Monitor and replenish office and breakroom supplies
• Oversee scheduling maintenance of conference room calendar in Microsoft outlook
• Coordinate bookings to avoid conflicts and ensure optimal room usage for meetings and events
• Support faculty, staff, and students in preparing and submitting reimbursement request for work related expenses
• Facilitate the scheduling travel itineraries, including managing all aspects of trips and ensuring accurate and prompt reimbursement processes
• Payroll / Approving payroll
• Maintain Static Groups and pull reports from Finance BI, Tableau and other MM reporting systems
• Schedule 1:1 meetings and quarterly check ins for supervisor
• Maintain employee records in accordance with HR and UMHS policies
• Reclassifications/FTE Changes
• Hire?s/Terminations/Salary Requests
• Process Medical Leaves/FMLA with HR
• Process Tuition Supports
• Track FMLA usage and make sure staff is following their usage as document in their paperwork
• Type up discipline letters as needed for supervisors
• Track certifications
• Verify that LARA license is current for staff
• Run cornerstone reports monthly to make sure staff are up to date with their competencies
• Add cornerstone for new hire?s and as needed for staff
• Track compliance with staff FIT Testing
• Track/Order and collect Dosimeter badges
• Send out evaluations monthly for nurses / send out evaluations yearly for non-bargained
• Process MNA reimbursements monthly for nurses
• Track MNA funds for supervisors
• Reconcile department P-Card and reconcile monthly
• OARS Access (Financial and HR responsibilities)
• Role Specific System Access
• Professional Development Opportunities
• Office Supplies
• Add to applicable pager groups (e.g. Director - 90149)
• Mileage Reimbursement - tool and submittal process
• Other duties as assigned

Skills

Executive support

Calendar management

Multitasking

Discretion

Verbal communication

Proofreading

Education

Associate's or Bachelor's degree in business or communications

Tools

Concur

Microsoft Outlook

Tableau

Job description

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

Under general direction, provides general administrative support to a department or group of professionals. Exercises considerable discretion and independent judgment and is capable of analyzing complex information requests and determining complex trends.

Responsibilities*

• Coordinate and plan meetings, including agendas and documentation
• Participate in the recruitment process, orientation, and training
• Schedule Interviews
• Posting, monitoring and hiring new employees through eRecruit
• Prepare data sheets, presentations, and tracking tools
• Supply ordering using purchase orders/short codes.
• Service as a point of contact for onsite support tasks such as printing, scanning, directing individuals to the appropriate person
• Submit maintenance and facility services request as needed
• Monitor and replenish office and breakroom supplies
• Oversee scheduling maintenance of conference room calendar in Microsoft outlook
• Coordinate bookings to avoid conflicts and ensure optimal room usage for meetings and events
• Support faculty, staff, and students in preparing and submitting reimbursement request for work related expenses
• Facilitate the scheduling travel itineraries, including managing all aspects of trips and ensuring accurate and prompt reimbursement processes
• Payroll / Approving payroll
• Maintain Static Groups and pull reports from Finance BI, Tableau and other MM reporting systems
• Schedule 1:1 meetings and quarterly check ins for supervisor
• Maintain employee records in accordance with HR and UMHS policies
• Reclassifications/FTE Changes
• Hire?s/Terminations/Salary Requests
• Process Medical Leaves/FMLA with HR
• Process Tuition Supports
• Track FMLA usage and make sure staff is following their usage as document in their paperwork
• Type up discipline letters as needed for supervisors
• Track certifications
• Verify that LARA license is current for staff
• Run cornerstone reports monthly to make sure staff are up to date with their competencies
• Add cornerstone for new hire?s and as needed for staff
• Track compliance with staff FIT Testing
• Track/Order and collect Dosimeter badges
• Send out evaluations monthly for nurses / send out evaluations yearly for non-bargained
• Process MNA reimbursements monthly for nurses
• Track MNA funds for supervisors
• Reconcile department P-Card and reconcile monthly
• OARS Access (Financial and HR responsibilities)
• Role Specific System Access
• Professional Development Opportunities
• Office Supplies
• Add to applicable pager groups (e.g. Director - 90149)
• Mileage Reimbursement - tool and submittal process
• Other duties as assigned

Required Qualifications*

Graduation from high school or an equivalent combination of education and more than four years of administrative related experience.

Desired Qualifications*

• 3 to 5+ years of dedicated administrative or executive support experience.
• Associate's or Bachelor's degree in business or communications is highly preferred.
• Advanced proficiency with productivity suites like Word, Excel, PowerPoint and Google Workspaces.
• Hands-on experience with modern scheduling, video conferencing, travel booking, and digital expense reporting systems (e.g., Concur), and processing payroll.
• Ultimate trustworthiness and high discretion when handling confidential company metrics, personnel files, or proprietary details.
• The ability to anticipate executive needs and resolve friction points independently before they escal
• Exceptional verbal, proofreading, and formal correspondence drafting skills to act as a polished company liaison.
• Highly developed multitasking capabilities to safely manage calendars, multiple task deadlines, and high-level project tracks.
• Ability to organize and prioritize tasks according to deadlines and urgency.

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 .

Underfill Statement

This position may be underfilled at a lower classification depending on the qualifications of the selected candidate.

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.

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.