Administrative Assistant Senior Healthcare

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.

Job Summary

The University of Michigan Department of Otolaryngology seeks to recruit and retain a diverse workforce as a reflection of our commitment to serve the diverse people of Michigan, to maintain the excellence of the University, and to offer our learners richly varied perspectives and ways of learning.

The Department of Otolaryngology Head and Neck Surgery is seeking a highly motivated and organized administrative assistant senior who will work to proactively support the needs of leadership and other faculty within a division. The successful candidate must be able to exercise considerable discretion and independent judgment, while also working as part of a larger administrative team to accomplish Department goals and initiatives.

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.

Responsibilities*

Responsibilities include, but are not limited to:

• Provide advanced administrative support to Division leadership and other faculty.
• Screen, prioritize, triage and respond to phone calls, mail, faxes, email; handling independently as appropriate.
• Complex calendar and schedule management; includes exercising judgment on setting priorities for effective use of time and responding to frequent changes in scheduling.
• Maintain Curriculum Vitae within M-CV.
• Assist with onboarding of new faculty, monitoring licensure renewal dates, processing provider enrollment paperwork, and off boarding of departing faculty.
• Initiate, draft, edit, and proofread correspondence, itineraries, strategic documents, letters of recommendation, and presentations.
• Attend division meetings, preparing agendas, completing minutes, and following up on action items.
• Coordinate meetings, symposiums and other large events including reserving location, sending invites, arranging catering, a/v and teleconferencing needs, assisting invited guests and speakers, managing travel arrangements and reimbursements, processing honoraria, applying for CME credit, and preparing and distributing agendas and other meeting materials.
• Procurement of subscription and membership renewals/dues, conference registrations and travel arrangements, catering, books and other supplies using university preferred vendors, purchase orders and the p-card. Initiate travel and hosting expense reports and reconcile p-card statement within Concur.
• Assist with completing clinic and OR closing process, documenting on away schedule, and informing key stakeholders in a timely fashion.
• Coordinate special projects as assigned, such as developing and managing electronic filing and tracking systems using DropBox, Google Forms, etc.
• Assist temporary and new employees with orientation and familiarization with policies and procedures within the Department.
• As part of the administrative team, participate in team meetings, assist team members, provide backup coverage for other administrative positions, participate in continuous improvement to protocols and processes.
• Act as lead liaison for Division with other key Department and Institutional stakeholders.
• Perform other tasks as assigned in support of department work and objectives.

Required Qualifications*

Senior Level Requirements:

• Associates degree in health care administration or related field or equivalent combination of education and experience in a healthcare setting.
• Minimum four (4) years of progressively responsible administrative experience.
• Exceptional interpersonal skills and a team player attitude, with a high level of integrity, demonstrating creativity and leadership in resolving issues and managing confidential information.
• Ability to manage a large and varied workload with excellent attention to detail, managing deadlines in a timely manner while demonstrating flexibility when priorities and deadlines change. Anticipate needs of those you are supporting.
• Excellent oral and written communication skills with ability to listen carefully, seek answers and offer suggestions is essential.
• Proficient in Microsoft Outlook, Word, Excel and PowerPoint.
• Excellent attendance record and ability to work flexible hours when needed.
• Ability to demonstrate and support others in upholding the Departments core values of engagement, civility, inclusion and accountability.

Intermediate Level Requirements:

• Associates degree in health care administration or related field or equivalent combination of education and experience in a healthcare setting.
• Minimum two (2) years of progressively responsible administrative experience.
• Exceptional interpersonal skills and a team player attitude, with a high level of integrity, demonstrating creativity and leadership in resolving issues and managing confidential information.
• Ability to manage a large and varied workload with excellent attention to detail, managing deadlines in a timely manner while demonstrating flexibility when priorities and deadlines change. Anticipate needs of those you are supporting.
• Excellent oral and written communication skills with ability to listen carefully, seek answers and offer suggestions is essential.
• Proficient in Microsoft Outlook, Word, Excel and PowerPoint.

Desired Qualifications*

• Reasonable knowledge of University policies and procedures
• Proficient in MiChart, M Marketsite, Concur, Zoom, and Google platform.
• Experience with large meeting and event coordination.
• Successful work experience with broad responsibilities in a large, complex organization.
• Experience in a healthcare setting with knowledge of clinical terminology and an understanding of healthcare delivery and clinical roles.

Modes of Work

Positions that are eligible for hybrid or mobile/remote work mode are at the discretion of the hiring department. Work agreements are reviewed annually at a minimum and are subject to change at any time, and for any reason, throughout the course of employment. Learn more about the work modes .

Underfill Statement

This position may be underfilled at a lower classification depending on the qualifications of the selected candidate.

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.

Job Detail

Job Opening ID

253858

Working Title

Administrative Assistant Senior Healthcare

Job Title

Admin Asst Sr Healthcare

Work Location

Ann Arbor Campus

Ann Arbor, MI

Modes of Work

Hybrid

Full/Part Time

Full-Time

Regular/Temporary

Regular

FLSA Status

Nonexempt

Organizational Group

Medical School

Department

MM Otolaryngology - HNS

Posting Begin/End Date

9/04/2024 - 10/04/2024

Career Interest

Administration