Clinical Operations Assistant

Job Summary

The Division of Hospital Medicine is seeking a full-time Clinical Operations Assistant to take a leading role in managing our complex Advanced Practice Providers (nurse practitioners and physician assistants) clinical schedule. In this role, you'll collaborate closely with the Clinical Operations Manager, APP Manager, and divisional leadership to create and manage the APP clinical schedule, as well as review and approve associated timekeeping records. Additionally, you'll support clinical operations needs and develop documentation pertaining to the clinical operations across the division to ensure seamless operations.

If you're passionate about solving scheduling puzzles and eager to grow in clinical operations, this role is perfect for you! You'll oversee scheduling, payroll, and timekeeping systems with a focus on detail, independent decision-making, and teamwork. This fast-paced position requires strong organizational and communication skills, allowing you to work proactively while contributing to the growth and success of a dynamic inpatient division. This is a 40-hour per week role with the flexibility of a hybrid work model, based on both division operational needs and personal preferences. Join us in a mission-driven, supportive team environment working towards meaningful goals.

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*

Clinical Schedule:

• Provide primary support for the APP clinical schedule and backup support for the Faculty Clinical Schedule and Clinical Liaison.
• Collaborate with the Clinical Liaison to manage the coordination, build, redesign, and implementation of the APP clinical schedule across multiple service lines.
• Lead correspondence between APPs and leadership to address and respond to schedule changes and needs.
• Process and document schedule changes, including swaps, vacation requests, and other scheduling matters.
• Serve as the first point of contact for all APP schedule-related inquiries.

Timekeeping:

• Review and approve timesheets for all APPs, regular, and temporary staff
• Coordinate the Paid Time Off (PTO) sellback process.
• Serve as the point of contact with payroll for timekeeping issues and concerns.
• Track and update APP leave information as needed.
• Partner with the Business Manager/Unit timekeeper to document and streamline timekeeping processes.

Clinical Operations Support:

• Collaborate with the clinical operations team to support the large clinical operation of Hospital Medicine, including pulling and sharing data requests related to faculty and APP staffing, tracking of broad clinical schedule changes; as the needs arise.
• Coordinate clinical operations meetings and provide administrative assistance as needed to support the team.

Operational Documentation:

• Partner with key stakeholders to create and update resource manuals, policies, and procedures for administrative operations, including QGenda schedule system management, clinical scheduling rules and regulations, and payroll resources and policies.

Other Administrative Duties as Assigned

Required Qualifications*

• Bachelors degree or an equivalent combination of education and experience.
• Minimum of 4 years of progressively responsible professional experience.
• Strong written, verbal, and interpersonal communication skills, with the ability to build professional relationships and handle confidential information appropriately.
• Proven ability to manage multiple tasks and projects with competing deadlines, demonstrating flexibility when priorities change.
• Strong organizational skills, attention to detail, and ability to work both independently and within a team with minimal supervision.
• Excellent problem-solving skills, integrity, reliability, and accountability for workload, with a proactive and service-oriented attitude.
• Proficiency in Microsoft Excel, PowerPoint, and/or database-based programs, scheduling tools/software, payroll, and timekeeping systems.
• Experience with survey tools such as Qualtrics and Google Forms.

Desired Qualifications*

• Experience working in Qgenda clinical scheduling application

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 .

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

253484

Working Title

Clinical Operations Assistant

Job Title

Admin Specialist Assoc Health

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 Int Med-Hospital Medicine

Posting Begin/End Date

8/21/2024 - 9/11/2024

Career Interest

Administration