Emergency Dept Admin Specialist & Payroll Coordinator

Michigan Medicine; Ann Arbor (MI); Hybrid; USD 45,000 - 65,000; Full time

Benefits offered by this job

Excellent medical, dental and vision

2:1 Match on retirement savings

Job summary

Michigan Medicine is seeking an organized administrative professional to join the AES Nursing Administrative team in Ann Arbor. The role supports payroll, budgeting, scheduling, licensing and HR processes while handling confidential data with discretion and working with a multidisciplinary team.

You will coordinate calendars, prepare reports, and assist nursing leadership. Requires a Bachelor's degree, strong MS Office skills, excellent communication, and a team-oriented mindset.

Qualifications

• Bachelor's Degree or equivalent professional experience is required.
• Excellent written and verbal communication skills, strong interpersonal skills, and excellent problem-solving skills.
• Current practice must demonstrate flexibility, teamwork/collaboration skills, initiative, critical thinking, organizational skills, and willingness to learn.
• Ability to analyze, compare, and evaluate various courses of action making independent decisions within the scope of duties and ability to exercise judgment in deferring escalating issues to the management team.
• Demonstrated excellent customer service skills.
• Strong organization skills and ability to complete multiple tasks within deadlines.
• Must work independently with minimal supervision and as part of a large team.
• Experience in data entry and reporting.
• Fluency with Microsoft Office Suite, Adobe Acrobat, and Google Suite.

Responsibilities

• Support the AES Clinical Nursing Director regarding financial operations of the unit related to personnel, supplies, recognition, continuing education, telecommunication, and other miscellaneous expenses.
• Complete all aspects of bi-weekly payroll for the nurses and technicians, including timekeeping, verification of time accuracy in Finance BI, Emburse, MPathways, One-Staff, and various databases, employee follow-up, troubleshoot errors, and payroll corrections.
• Enroll and process payment for all nursing and technician professional development, continuing education courses, and conferences.
• Manage all phases of supply chain functions related to office supplies, business, and educational equipment supporting AES Nursing.
• Provide administrative support for nursing and technicians teams, committees, and meetings including scheduling, communication, attendance, and minutes.
• Provide backup support across the AES nursing administrative support team.
• Manage all correspondence and communication (verbal, written, and e-mail) using independent judgment, and requiring a high degree of confidentiality, discretion, and professionalism.
• Provide word processing, graphics, and spreadsheets for the nursing administrative team. Initiate, compose, and prepare written correspondence and reports.
• Access and update Cornerstone for required course enrollment and required performance metrics (Cornerstone Mandatories) for nursing and technician AES staff. Provide reports on compliance for the Nursing Leadership Team.
• Manage, analyze, and appropriately prioritize complex calendars including room assignments, Zoom/Teams meetings, assist with agendas, meetings, meeting minutes, and communication about conferences.
• Coordinate licensing, licensing renewal, and certification for nurses.
• Prepare and review monthly financial reports; responsible for tracking trends and following up on discrepancies. Review with the Clinical Nursing Director to identify outliers and areas of concern. Communicate to the administrative team as appropriate.
• Provide administrative support for Clinical Nursing Director, 5 Clinical Nursing Supervisors, 4 Nursing Educators, and 1 Clinical Nurse Specialist.
• Coordinate the hiring, orientation, and onboarding process to include all AES Nursing and Emergency Department Technicians, as well as bi-annual Graduate Nursing Internship.
• Facilitate approval for postings, create job postings, offer, and assist the AES Nurse Educators as needed to ensure optimal experience for incoming staff.
• Create and maintain employee personnel files to ensure compliance with MM blue folder requirements and Joint Commission standards.
• Oversee the processing of all AES nursing HR transactions (PARs, additional pay, tuition support). Track the status throughout the various processes and ensure appropriate follow-up when indicated.
• Oversee/complete the required documentation for all applicable leaves of absences, maternity, and parental leaves, and FMLA documentation in collaboration with the AES nursing leadership, HR Solutions Center, and Work Connections.
• Complete the annual holiday and paid time off process for nursing and technicians.
• In partnership with supervisors, create the monthly schedule for nursing and technicians.

Skills

Communication skills

Organizational skills

Problem solving

Teamwork

Confidentiality

Microsoft Office

Education

Bachelor's Degree

Tools

MPathways

OneStaff

Finance BI

Cornerstone

Google Workspace

Adobe Acrobat

Microsoft Office

Job description

Michigan Medicine is seeking an organized administrative professional to join the AES Nursing Administrative team in Ann Arbor. The role supports payroll, budgeting, scheduling, licensing and HR processes while handling confidential data with discretion and working with a multidisciplinary team.

You will coordinate calendars, prepare reports, and assist nursing leadership. Requires a Bachelor's degree, strong MS Office skills, excellent communication, and a team-oriented mindset.