Administrative Assistant Sr Healthcare

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

Benefits offered by this job

Excellent health/dental/vision

Retirement savings match (2:1)

Hybrid work model

Job summary

University of Michigan's Michigan Medicine seeks an Administrative Assistant Senior to provide specialized administrative support for the Metabolism, Endocrinology & Diabetes division, focusing on QGenda administration, provider scheduling, and faculty support. The role ensures accurate, timely schedules across multiple sites and acts as a liaison with faculty, staff, and external partners.

You will develop and refine scheduling workflows, manage complex calendars, and back up divisional

Qualifications

• Bachelors degree or equivalent combination of education and experience is required.
• Minimum four years of progressively complex administrative experience.
• Experience providing calendar support for faculty and handling confidential matters.

Responsibilities

• Manage schedules for 50+ clinical faculty across locations using QGenda.
• Collaborate with operations to optimize schedules for clinical, admin, and leave time.
• Update QGenda daily for appointment changes and coverage; enforce scheduling rules.
• Maintain alignment between QGenda and MiChart outpatient schedules.
• Identify discrepancies and resolve issues with appropriate teams.
• Prepare routine and ad hoc scheduling reports for division leadership.
• Approve and coordinate faculty time-off reporting and daily operations.
• Provide calendar management, travel, reimbursements, and CV support for faculty.
• Assist with EndNote references and NIH biosketch formatting as needed.

Skills

Administrative experience

Calendar management

Scheduling coordination

Confidential matters handling

Independent work

Deadline-driven

Strong communication

Flexibility in schedule

Team collaboration

Education

Bachelor's degree or equivalent

Tools

QGenda

MiChart

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

The Administrative Assistant Senior provides specialized administrative and operational support for the Metabolism, Endocrinology & Diabetes division, with responsibility for QGenda administration, provider scheduling, schedule maintenance, and related clinical operations, as well as faculty administrative support. This position serves as a key liaison between faculty, administrative staff, clinical teams, and internal and external partners to ensure accurate, timely, and well-coordinated provider schedules.

The position is responsible for the development, maintenance, and ongoing improvement of scheduling processes and serves as a subject matter resource for QGenda administration and training. The Administrative Assistant Senior works proactively to identify scheduling needs, establish effective workflows, maintain appropriate backup processes, and communicate changes across the divisions and clinical sites. This position will provide administrative support to certain MEND faculty to assist with calendar management, travel, reimbursements, and CV maintenance.

This position reports directly to the division Business Manager.

Michigan Medicine values a culture of diversity, equity, and inclusion. We are committed to the development of a positive and inclusive environment.

Responsibilities*

The Administrative Assistant Senior is responsible for:

Using dedicated third party software (QGenda at this time), to manage clinic schedules for over 50+ clinical faculty serving in multiple locations with a variety of allocation rules.

Collaborate with operations leaders (faculty and staff) to create, optimize, maintain, and execute schedules for clinical, administrative and leave time.

Update QGenda faculty on a daily basis to reflect appointment changes, leaves of absences, effort changes, new appointments, vacations, and coverage schedules. Productively and professionally implement unit scheduling rules and resolve issues as they arise, as delegated.

Maintain accurate alignment between QGenda provider schedules and outpatient clinical schedules in MiChart.

Identify scheduling discrepancies and work collaboratively with appropriate teams to resolve issues.

Prepare routine and on-demand reports and ad hoc analyses, working closely with division leadership.

Approve and manage faculty time-off reporting, coordinate with clinic administrators and scheduling team to ensure full understanding of daily operational needs.

Administrative support:

Manage complex calendars, maintain and communicate daily schedules, provide additional support as requested. Coordinate numerous complex meetings which may involve various locations, multiple departments and institutions. Organize travel arrangements, reimbursements. Reconcile monthly expenses.

Aid faculty with updating CVs, add references in manuscripts using program such as Endnote, maintain publications in PubMed, formatting NIH biosketches, bibliography files, file management.

Ability to plan and coordinate events, meetings and symposiums. Assist with additional divisional responsibilities as needed. Provide back-up support to team members.

The ideal candidate will show personal initiative in managing work assignments by organizing, independently prioritizing work, and completing tasks while meeting deadlines. Collaborative and proactive communications with the administrative team, faculty, and staff external to the Division. The ability to work independently as well as part of a team and regularly exercise sound judgment is a must. We are seeking candidates who fully understand the issues of confidentiality and privacy. Excellent organizational skills and attention to detail are required.

Required Qualifications*

• Bachelors degree or equivalent combination of education and experience is required
• Four or more years of progressively complex administrative experience
• At least two years of experience providing detailed administrative support and calendaring for faculty
• Proven ability to assess and handle highly confidential matters
• Motivated individual who is able to proactively plan work goals and tasks months ahead of time
• Ability to work independently and comfortable consulting with others to achieve strict deadlines
• Ability to flex schedule and hours as needed to meet deadlines
• Ability to anticipate and respond to issues as they arise in a complex and dynamic clinical environment as is a constant in a large academic medical center spanning multiple clinical sites
• Ability to maintain professional composure in the face of potentially challenging workplace situations involving faculty work schedules
• Outstanding organizational skills and attention to detail

Desired Qualifications*

• Knowledge of University policies and procedures
• Two or more years of clinical operations administrative working knowledge is desired
• Previous experience in QGenda software is highly desired
• Previous experience in MiChart

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

* Hybrid position- will require on-site work. Full-time position, Monday through Friday, 40 hours.

Additional Information

This job might be right for you if you:

• Thrive in working in a fast-paced and evolving environment.
• Maintain a high level of enthusiasm and energy, while portraying a positive image.
• Feel comfortable offering support and expressing ideas to team and leadership.
• Continuously strive to provide high-quality service to all you encounter.

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 maybegin as early as the eighth day after posting.Thisopening 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.