"Administrative Manager Associate"

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.

Basic Function and Responsibilities

The Administrative manager associate of the EKG Ambulatory Care Unit (ACU) reports to the Administrative Manager Intermediate of the Domino Farms Cardiovascular Clinic, and partners with the Medical Director and Administrative Director of the Cardiovascular segment of the University of Michigan Medical Group (UMMG) for the overall performance and management of the EKG ACU.

This position has dedicated effort to provide administrative leadership and operations management to the EKG ACU. Additionally, dedicated effort will be provided to guide, implement and support service line operational initiatives at Michigan Medicine.

Essential Functions

A. Care Delivery

• Implementation of clinical care model, guidelines and standards of care at ACU level
• Identification non-provider staff complement at the clinic/ACU
• Review visit/productivity data to identify potential revisions to the staffing model
• Oversee and regularly analyze clinic workflow optimization including referral management, scheduling, check-in, staff interface with providers, check-out, and call activity
• Pilot new care models to support UMMG goals in striving to achieve value-based care delivery to populations.

B. ACU Operations

• Supervision and direction given to operational administrative and clinical staff and engagement in their professional development
• Oversees the day-to-day operations of the ACU
• Ensures regulatory compliance with CMS, JC, CLIA, and other regulatory agencies as applicable
• Leads onboarding of new providers and support staff into the clinic
• Handles hiring/discipline and firing of clinical support and admin staff in their respective clinic
• Evaluates clinical support and admin staff in collaboration with the triad leadership team
• Provides feedback on operational issues involving providers in the ACU
• Manages routine clinic operations (e.g., scheduling, billing, referral management, etc.)
• Provides feedback/supervision/support/performance evaluation of assigned ACU staff
• Develop and oversee efforts to recognize and incentivize staff excellence
• Identify opportunities for quality improvement, and carry forward quality improvement, in all areas of ACU operations

C. Collaboration with Centralized Support Services

• Collaborate with IT for required support services at the ACU level
• Works regularly with support services functions to ensure operational goals are met

D. Space Management

• Monitor and allocate space utilization within the ACUs
• Identify improvements for ambulatory facilities, including construction or renovation of structures and purchase of major equipment

E. Patient Care

• Develop and oversee policies to ensure patient satisfaction including analysis of patient and family feedback and corresponding action plan development and implementation
• Address and follow-through with patient/family feedback and complaints including implementation and ongoing evaluation of appropriate process improvements
• Oversee policies to ensure safety within the ACU (including physical structure, staff emergency readiness, etc.)
• Collaborate with the Medical Director to review incident reports and ensure appropriate follow-up

F. Clinical Performance

• Establish performance goals with ACU in alignment with UMMG goals
• Resolves clinical and operational problems at the ACU level

G. Operational and Financial Performance

• Communicate performance metrics regularly to provider and staff in the clinics
• Monitor operational and financial performance metrics at the ACU level and support continuous improvement
• In collaboration with triad leadership, establish ACU level financial plan for upcoming year
• Prepare, monitor, and manage billing and other fiscal activities including the monitoring of charges and collections, and initiate corrective action where needed

H. Core Responsibilities

• Regularly review ACU processes to ensure on-going compliance with institutional goals, objectives, policies, standards and guidelines.
• Evaluates supporting function operations, identifying areas for improvement
• Identify, communicate, share, and present operational, performance, and financial metrics and best practices to providers, staff, and leadership
• Represent UMMG on committees
• Attend and provide leadership within the ACU Leadership and Site Leadership Meetings
• Foster collaborative environment by nurturing team-based care in a positive collegial and professional manner
• Develop and communicate interpretation of Michigan Medicine/UMMG/ACS policies to staff, faculty, and outside agencies/groups as needed
• Participate actively and provide data, action planning and other administrative leadership to the periodic, weekly and monthly meetings
• Engage operations oversight role over additional ACUs to support effective service line engagement across the enterprise
• Performs other duties as assigned

Required Qualifications

• Bachelor's degree in health or business administration and considerable professional experience with reasonable prior management, supervisory or team lead experience.
• 1 to 3 years of supervisory experience
• Demonstrated ability to facilitate teamwork necessary to leverage day to day operations.
• Demonstrated effective communication, interpersonal and conflict management skills.
• Demonstrated skill in change management

Preferred Qualifications

• 5 years or more management/supervisory experience is preferred.
• Knowledge of the University of Michigan policies and procedures.
• One or more years of experience in ambulatory care.
• Demonstrated experience with process improvement
• Familiarity with University policies, procedures and electronic systems