Administrative Assistant Senior

Michigan Medicine is seeking an Administrative Assistant Senior for Ambulatory Care.

Administrative support

• Potential to assist with Payroll questions, tracking of reports as needed (PTU, PTO, FMLA, etc.)
• Manage complex calendars.
• Manage administrative processes such as Blue Folders, Performance Valuations, email distribution lists, documents, staff contact lists, etc.
• PTO requests/PTO Rounds
• Draft correspondence and documents, PowerPoint presentations and Excel spreadsheets.
• Manage email group, paging groups, shared drives, etc.
• Troubleshoot various system issues.
• Provide coverage for other administrative support staff within the UMMG Administrative Support Team.
• Perform an assigned set of suite duties such as supply ordering, miscellaneous vendor liaison, etc.
• Support leadership meetings as necessary, e.g. agendas, minutes, etc.
• Support the Ambulatory Care Nursing leadership meeting monthly, including agendas, minutes, scheduling meetings, partnering to manage the ACNL SharePoint, etc.
• Support Annual Nursing Educational Fair
• Perform other duties as directed.

Reports

• Record data in reporting systems
• Prepare process concur/expense reports, and hosting reports, process requests for supplies and services, follow up on orders.
• EMR reporting workbench (create, run and maintain reports in collaboration with manager)
• Assist leaders as directed with incident reports, financial reports, progress reports, patient letters, business reports, PTU, and other required deliverables.

Supply management

• Supply inventory management
• Order equipment
• Place orders through approved vendors
• Review delivery packing slips to ensure accuracy
• Reconcile statement of activity against supply orders.

HR and Physical Space Management

• Assist leaders with HR related duties
• Post job openings
• Coordinate interviews
• Assist with onboarding access and equipment needs
• Anticipate the needs of those being directly supported.
• Assist manager in review of the safety of physical space.
• Handle administrative matters which may be of a confidential nature with the upmost level of discretion.

Miscellaneous - Other duties as assigned.

• A high school diploma or equivalent
• 4+ years of experience in an administrative support capacity
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and comfort with additional platforms such as Google Workspace, databases, and calendar management systems.
• Excellent verbal, written and interpersonal skills, including the use of closed-loop communication to ensure accuracy and clarify.
• A strong customer service orientation, demonstrating professionalism and responsiveness in all interactions.
• Proven ability to produce high quality, error free correspondence and documentation.
• Strong organizational and time management skills, with the ability to prioritize multiple tasks, maintain focus, and follow through reliably in a fast paced environment.
• Demonstrated flexibility and adaptability, including the ability to shift priorities, manage frequent interruptions, and reorganize work based on rapidly changing needs.

• Associate degree in liberal Arts, Communications, IT or equivalent degree.
• Knowledge of Michigan Medicine policies and procedures.
• Working in healthcare or Ambulatory care experience
• Knowledge of UM-Clinical Ambulatory Care structure, processes, and procedures.
• Demonstrated ability to work effectively with individuals and groups from a variety of identities, culture, backgrounds, ideologies, including personal and social identities.
• Experience with EPIC or MiChart.
• Strong interpersonal skills and ability to successfully work with all job classes.
• Excellent organizational, time-management and multi-tasking skills with a keen ability to pay attention to all details.
• Must possess demonstrated ability to take initiative, work independently, prioritize, manage multiple assignments, and follow through on job responsibilities.
• Demonstrates ability to collaborate with others in a team environment, display leadership through problem solving and the initiative to advance knowledge.
• Discretion and judgement regarding sensitive and confidential matters.
• Strong critical thinking and problem-solving skills.
• Demonstrated ability to act in a professional

Monday through Friday, 8 hours shifts, location: Green Road with potential hybrid.