CQI Operations Administrative Assistant

University Of Michigan; Ann Arbor (MI); Hybrid; USD 42,000 - 56,000; Full time

Benefits offered by this job

Excellent medical benefits

Retirement savings match

Job summary

University of Michigan is seeking an Administrative Assistant to support the Collaborative Quality Initiatives (CQIO) and coordinating centers. Work involves calendar management, travel, event planning and executive support for CQI leadership within Michigan Medicine.

The role requires strong organizational and communication skills, the ability to handle confidential information, and occasional state travel. Hybrid work options are available with cross‑functional collaboration across departments.

Qualifications

• High school education or equivalent.
• Minimum of four years of administrative support experience in a busy office environment.
• Proficiency with Word, Outlook, Excel, and PowerPoint.
• Experience with Teams and Zoom for virtual meetings.
• Ability to attend virtual meetings reliably.
• Experience in meeting management and event planning.
• Strong organizational skills and ability to meet deadlines.
• Excellent communication and customer service skills.
• Ability to manage calendars and schedules, work independently, and handle confidential information.
• Travel occasionally within Michigan (about twice a year).

Responsibilities

• Provide administrative support to CQI Operations Leadership team, including calendar management and meeting coordination.
• Arrange travel and reimbursements; act as professional face of CQI Operations.
• Support meetings with materials, screen sharing, and slide advancement; troubleshoot basic tech issues.
• Coordinate CQI events, facility arrangements, catering, RSVPs and expenses.
• Support grant-funded CQIO projects with meetings and tracking of deliverables.
• Handle procurement and expense reporting through UM pathways; maintain contact databases.
• Coordinate onboarding/offboarding of CQIO staff; manage inventory and workspace setup.
• Maintain SharePoint/Smartsheets/Dropbox folders and CQIO inbox.
• Communicate policies and build strong relationships with internal teams in Michigan Medicine.

Skills

Office coordination

Calendar management

Verbal communication

Customer service

Problem solving

Independent work

Teamwork

Multitasking

Time management

Education

High school diploma

4+ years admin support

Bachelor's degree (desired)

Tools

Microsoft Word

Microsoft Outlook

Microsoft Excel

Microsoft PowerPoint

Microsoft Teams

Zoom

SharePoint

Smartsheets

Google Workspace

Qualtrics

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

The Collaborative Quality Initiatives Operations (CQIO) team is seeking a positive, highly motivated candidate who possesses the skills described below to support the Blue Cross Blue Shield of Michigan (BCBSM) sponsored Collaborative Quality Initiatives (CQIs). The CQIs are statewide quality improvement programs whose goals are to improve quality, safety, and clinical outcomes for healthcare procedures and medical conditions across the state of Michigan ( Michigan Collaborative Quality Initiatives ).

The University of Michigan is home to the coordinating centers for 19 of the current CQIs. A central CQI administration team based in the Michigan Medicine Quality Department supports the work of the CQIs. This position is fully funded by the BCBSM Value Partnerships initiative. The CQIO Administrative Assistant will provide support for the management of the Collaborative Quality Initiatives. This includes providing direct support to the CQI Operations Leadership team, general support to the CQI Operations team, meeting planning, event planning, supporting communications efforts, partnering with facilities for space allocation, project assistance and other special programs support.

The Administrative Assistant will be expected to leverage their knowledge of healthcare systems to execute daily tasks.

Responsibilities*

40%CQI Operations (CQIO) Administration

Under minimal direction, provide administrative support to the CQI Operations Leadership team, including calendar management, meeting coordination, preparing travel arrangements and reimbursements, and serving as the professional face and voice of CQI Operations.

Provide technical and logistical support for meetings and presentations, including preparing and sending meeting materials , screen sharing and advancing slides, serving as the designated meeting support person on behalf of staff and troubleshooting basic virtual meeting technology issues.

Organize a variety of activities and events for CQIO and BCBSM, including multi-partner meetings. Responsibilities include facility arrangements, menu planning, facilitating catering contracts, meeting notices, meeting materials, tracking meeting expenses, tracking RSVPs, arranging IT support, and compiling meeting evaluation results, etc.

Administrative support of CQIO grant-funded projects including coordination of review committee meetings, facilitating material submission process, monitoring deliverable completion and maintaining tracking documents.

Purchase supplies and services using U-M procurement pathways with responsibility for ensuring compliance with University guidelines.

Prepare expense reports using the expense reporting system and reconcile P-Card expenses.

Maintain materials including contact databases, email lists and SharePoint pages.

Coordinate onboarding and offboarding of CQIO faculty and staff, including managing orientation materials, identifying introductory meetings, coordinating office tours and workspace setup, and managing computer and equipment inventory.

Provide administrative support to project managers and operations team members, including handling correspondence and inquiries.

Assist with day-to-day operations such as updating the portfolio SharePoint site, DropBox folders, updating Smartsheets documents and managing the CQIO Inbox.

Interpret, communicate and apply university and unit policies and procedures in performing daily duties. Anticipate the needs of those being directly supported.

Build and maintain strong, effective working relationships with Quality Department, HITS, Facilities, Procurement, and other internal business units.

30%Administrative support for CQI Coordinating Centers

Organize meetings including CQI Program Manager and Program Director meetings, and miscellaneous other meetings (in-person and virtual), including making facility arrangements, preparation and distribution of meeting materials, and meeting evaluations.

Collaborate with other administrative support partners throughout the portfolio as needed to share resources and collaborate on improvement opportunities.

Partner with facilities and address relevant CQI facilities requests.

Manage supply inventory, mail and package processing.

Act as a liaison between project teams and various stakeholders, facilitating clear communication and information exchange.

Present work-in-progress updates to stakeholders on an as-needed basis.

Organize and manage requests, office files, systems, drives, email groups, and online directories

Coordinate with other CQI Administrative Assistants including meetings and maintaining best practices and competencies.

Provide ad hoc support to CQI Coordinating Centers.

20%Support Special Programs

Provide assistance and coordination for ad hoc CQIO programs, including organization and documentation, communication , logistics, material preparation, etc.

10%Other duties as assigned

Required Qualifications*

High school education or equivalent.

Minimum of four years of administrative support experience in a busy office environment.

Proficiency in use of Microsoft Word, Outlook, Excel, PowerPoint.

Proficiency in use of virtual meeting platforms including Microsoft Teams and Zoom.

Ability to reliably attend virtual meetings.

Experience with meeting management and event planning.

Excellent organizational skills; ability to set priorities and meet deadlines.

Ability to problem solve operational issues in a logical manner; strong critical thinking and problem solving skills.

Excellent verbal, written, and interpersonal skills, with a strong customer service ethic.

Ability to compose and produce professional correspondence, and to communicate effectively and professionally via phone and email with faculty and staff within Michigan Medicine and with key external contacts and stakeholders.

Ability to manage complex schedules and calendars, maximizing efficient use of time.

Ability to work independently and as part of a team.

Ability to handle confidential or sensitive information appropriately.

Demonstrated problem solving skills.

Must be able to travel periodically within the state of Michigan for meetings (on average two times a year).

Strong organizational skills and the ability to successfully complete multiple tasks within established and changing deadlines is required.

Exhibits a high degree of initiative, resourcefulness, and the ability to anticipate needs.

Desired Qualifications*

Bachelor's degree in business, healthcare administration or related field.

Prior experience within the Michigan Medicine or the University of Michigan, and familiarity with its business systems, policies, and procedures.

Experience using collaborative and project management tools such as SharePoint, Smartsheets, Google Workspace, Qualtrics, and scheduling platforms.

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 .

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 any time 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.