Job Opening ID

250023

Working Title

Administrative Assistant Senior Healthcare

Job Title

Admin Asst Sr Healthcare

Work Location

Ann Arbor Campus

Ann Arbor, MI

Full/Part Time

Full-Time

Regular/Temporary

Regular

FLSA Status

Nonexempt

Organizational Group

Medical School

Department

MM PM&R

Posting Begin/End Date

6/05/2024 - 6/21/2024

Career Interest

Administration

How to Apply

A cover letter is required for consideration for this position and should be attached as the first page of your resume. The cover letter should address your specific interest in the position and outline skills and experience that directly relate to this position.

Summary

The Department of Physical Medicine and Rehabilitation (PM&R) has an exciting opportunity to support leadership faculty and Graduate Medical Education (GME) operations in addition to being a part of a talented administrative team.

PM&R operates out of an off-site facility at the Burlington Building on Eisenhower Parkway, right across from the Briarwood complex. Say goodbye to your parking pass - it's free! We are a fun and friendly group of assistants that works very closely as a team.

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.

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 30,000 employees 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

Responsibilities*

GME Program Responsibilities

• Administrative support (calendaring, meeting scheduling, and event planning) related to the PM&R residency program and its Program Director
• Partner with GME Program Administrator on Grand Rounds support, including MiCME management, scheduling, on-site set-up, and communication distribution.
• Enter work hour submissions, necessary Personnel Action Requests (PARS), and track/upload PALS/ACLS certifications
• Update SharePoint site with didactic schedules
• Approve and track vacation, conference, and interview time requests
• Partner with GME Program Administrator on residency recruitment efforts
• Create and maintain resident rotation schedules in QGenda

Clinical Faculty Support Responsibilities

Faculty calendar management

• Place and track all requests for time away; monitor and report on available allotments
• Organize and coordinate meeting requests of supported faculty; prioritize con?icting needs
• Communicate clinic closures with scheduling staff
• Assist with finding and arranging clinical coverage

QGenda Schedule Management

• Maintain accurate schedules and time tracking in QGenda
• Monitor and reconcile discrepancies between MiChart, Outlook, and QGenda
• Perform swaps between faculty for on-call responsibilities

Mee ting Coordination and Support

• Arrange meetings using polling software to coordinate multiple schedules, sending timely and targeted reminders
• Where relevant, order and arrange food delivery; clean-up meeting spaces post-event
• Prepare and distribute relevant meeting information, including location reservations, agendas, and meeting minutes. Organize documentation as requested.

Scholarly Activity

• Regularly update faculty curriculum vitae (CV)
• Maintain records of scholarly activity and publications
• Assist with publication preparations and submissions, maintaining reference lists (EndNote)
• Transcribe, proofread, and edit manuscripts, book chapters, poster presentations, and other documents for publication
• Format and proofread presentation and slideshow materials
• Assist with biosketch preparations and updates in conjunction with research partners at a basic level
• Assist with organization and documentation of completed CME certi?cates
• Assist with collection of materials for promotion

Professional Activities and Reimbursements

• Assist with membership registration and renewals for professional societies, conference activities, and CME endeavors
• Process reimbursement fees related to faculty licensure, conference related travel accommodations, and CME expenditures
• Monitor and report on available Professional Development (PD) funds
• Assist with ordering requested equipment, lab coats, business cards, and office supply needs of supported faculty members

Technology Assistance

• Work with HITS for faculty software issues, equipment replacement, and education on new programming initiatives
• Generate and maintain requested SharePoint sites for PM&R programs and projects

Legal Items

• Schedule and coordinate legal meetings and depositions
• Invoice associated legal fees for meetings and paperwork according to department guidelines
• Collaborate with Michigan Medicine?s legal team when requested

Additional/Miscellaneous

• Maintain copies of faculty licensure and certi?cations
• Contribute to relevant website updates for supported faculty members
• Organize professional headshot sessions for supported faculty members
• Format and proofread requested letters of recommendation
• Coordinate peer-to-peer conversations as requested
• Participate in new faculty onboarding and orientation to PM&R
• Participate in training of incoming administrative assistants as needed
• Assist with scheduling of Visiting training Observers and Medical Students entering relevant rotations

Required Qualifications*

• High school diploma
• 5 years of experience in an administrative role
• Proficiency with Microsoft Office Suite products
• Excellent verbal and written communication skills, including spelling, grammar, and punctuation
• Ability to exercise initiative, independent judgment, diplomacy, confidentiality, and a positive service-oriented attitude
• Solid organizational and problem-solving skills
• Demonstrated dependability, initiative, ability to multi-task, and ability to accept direction
• Demonstrated ability to work collaboratively with multidisciplinary teams across different sites and program
• Willingness and openness to new ideas, processes, and changes that improve patient care
• Excellent interpersonal skills

Desired Qualifications*

• College degree or coursework
• Reasonable knowledge of medical terminology
• Understanding of existing policies and procedures at Michigan Medicine
• Proficiency in QGenda
• Experience with Endnote, Sharepoint, Microsoft Office 365, and Adobe applications

Work Schedule

ShapeHybrid work schedule - 4 days of remote work with 1 day onsite per week. Additional in-office time may be requested to support varying needs of faculty and events.

Background Screening

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 may begin as early as the eighth day after posting. This opening may be removed from posting boards and filled anytime after the minimum posting period has ended.

U-M EEO/AA Statement

The University of Michigan is an equal opportunity/affirmative action employer.