"Administrative Assistant"

Department Summary: The University of Michigan (UM) University Health & Counselling (UHC), a unit of Student Life, is a large ambulatory, multispecialty health clinic that serves a large and diverse student body of more than 50,000 students, as well as UM faculty and staff. UHC provides clinical services throughout its primary care and specialty clinics, as well as health and wellness education and promotion. In addition to health care, UHC also provides comprehensive counseling and psychological services. UHS is committed to promoting and protecting the health of students and other members of the University community so that they achieve their educational and personal goals. Through our programs, services and partnerships, we foster lifelong learning in support of individuals' becoming active participants in their health and wellness.

Position Summary: The UHC Administrative Team supports the infrastructure of our workflows and processes. Our Administrative support staff assist with a wide scope of duties that promote maximum functionality for our directors and other leadership. These include aspects such as, calendaring, hosting, event planning, meeting support/minute taking and general office duties.

UHC Leadership Team Direct Support: 60%

• Provide administrative support to UHC leadership which includes the Executive Director/Chief Mental Health Officer and the Medical Director.
• Provide backup administrative support to other leadership roles when coverage is required.
• Coordinate the various UHC committees including the Governing Body by reserving meeting rooms, preparing agendas, attending meetings, taking minutes and completing follow-up activities.
• Schedule appointments and exercise discretion and judgment as to priorities and effective use of the Executive Director's time.
• Maintain follow-up systems to ensure deadlines are met.
• Coordinate travel arrangements for Directors, and reporting staff as needed.
• Review incoming mail and sort as to importance and priority.
• Support creation of financial reports for Executive Director, Administrative Director, and other Leadership in partnership with ITBS as needed. Ex: Annual ACHA submission.
• Answer telephone inquiries, exercising judgment in giving out information; routing messages; and offering arrangements to have calls returned at practical times for UHC Leadership.
• Coordinate the handling of routine personnel actions and other office functions with the UHC Administrative team.
• Coordinate recruitment visits for administrative and other staff as requested.
• Assure compliance with affirmative action, safety programs, and regulatory agencies.
• Act as liaison to faculty, staff, students, patients, outside agencies and the public concerning inquiries or complaints requiring interpretation of policies and procedures.

General Administrative Duties: 40%

• Primary contact to third-party carriers in matters concerning credentialing and provider enrollment.
• Primary contact for the Michigan Medicine Medical Staff Services Department related to matters of credentialing.
• UHC clinician credentialing and re-credentialing coordinator.
• Maintain Michigan licenses binder for UHC Clinicians and other credentialed staff
• Primary contact with U-M MCIT related to the UHC MiChart access spreadsheet.
• Coordinate the transmission and tracking of bi-weekly Students Accounts.
• Coordinate the AAAHC accreditation, arranging meetings, taking notes, updating UHC policies and procedures, overseeing the Policies and Procedures Sharepoint system.
• Work with UHC Accreditation Lead Team, managers and supervisors with preparation of the UHC policies and procedures.
• Assist with AAAHC 3-year re-accreditation application, required documents, and participate in the 3-year AAAHC audit review.
• Reconcile P-card statements, membership renewals, including ACHA and other travel and hosting expense reports for UHC leadership.
• Provide training to new physicians regarding credentialing matters.
• Coordinate the Big10+ spreadsheet and ListServe.
• Assist with internal and external audits; coordinate catering, reserve space, other duties as needed.
• Assist with UHC wide communications in coordinating and posting schedule variations.
• Provide and track discount parking /QR tickets for visitors.
• Support catering functions such as retirements, Milestone events and other recognition.
• Other duties as assigned, may include support for educational events such as coordinating medical supplies for staff covering the Biological Station or Summer Careers in Medicine?.

Required Qualifications:

• High school diploma or GED
• Minimum of 4 years of administrative support experience in a healthcare setting or related field.

Desired Qualifications:

• Associate's degree in a business or health-related field
• Experience supporting a leader
• Reasonable knowledge of medical terminology
• Knowledge of university's policies and regulations
• Bi-lingual or multi-lingual skills
• Knowledge of third-party reimbursement, policies and procedures
• Proficiency in MiChart, Outlook, Microsoft Word, Excel, PowerPoint, Google software, Zoom

Position Responsibilities Criteria: Competency in leadership, ability to work with various other job families, such as clinical and nursing. Proficient with Microsoft Office software including Word and Excel. Experienced in minute-taking. Able to multi-task and work in a fast-paced, busy environment. Able to take direction from multiple disciplines. Flexible to work between multiple areas. Demonstrated interpersonal and customer service communication skills (patients, families, and members of the healthcare team). Demonstrated ability to handle confidential and sensitive situations and communications. Demonstrated ability to work independently and as a member of an extended team.

Working Conditions: On-site with some remote work possible.

Physical Requirements: Work is normally performed in a typical interior/office work environment.