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Job Information
University of Michigan Administrative Assistant Senior Healthcare in Ann Arbor, Michigan
Administrative Assistant Senior Healthcare
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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.
Summary
The Department of Physical Medicine and Rehabilitation (PM&R) has an exciting opportunity to support leadership faculty and Graduate Medical Education (GME) operations in addition to being a part of a talented administrative team.
PM&R operates out of an off-site facility at the Burlington Building on Eisenhower Parkway, right across from the Briarwood complex. Say goodbye to your parking pass - it's free! We are a fun and friendly group of assistants that works very closely as a team.
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.
Why Join Michigan Medicine?
Michigan Medicine is one of the largest health care complexes in the world and has been the site of many groundbreaking medical and technological advancements since the opening of the U-M Medical School in 1850. Michigan Medicine is comprised of over 30,000 employees and our vision is to attract, inspire, and develop outstanding people in medicine, sciences, and healthcare to become one of the world’s most distinguished academic health systems. In some way, great or small, every person here helps to advance this world-class institution. Work at Michigan Medicine and become a victor for the greater good.
What Benefits can you Look Forward to?
Excellent medical, dental and vision coverage effective on your very first day
2:1 Match on retirement savings
Responsibilities*
GME Program Responsibilities
Administrative support (calendaring, meeting scheduling, and event planning) related to the PM&R residency program and its Program Director
Partner with GME Program Administrator onGrand Rounds support, including MiCME management, scheduling, on-site set-up, and communication distribution.
Enter work hour submissions, necessary Personnel Action Requests (PARS), and track/upload PALS/ACLS certifications
Update SharePoint site with didactic schedules
Approve and track vacation, conference, and interview time requests
Partner with GME Program Administrator on residency recruitment efforts
Create and maintain resident rotation schedules in QGenda
Clinical Faculty Support Responsibilities
Faculty calendar management
Place and track all requests for time away; monitor and report on available allotments
Organize and coordinate meeting requests of supported faculty; prioritize con?icting needs
Communicate clinic closures with scheduling staff
Assist with finding and arranging clinical coverage
QGenda Schedule Management
Maintain accurate schedules and time tracking in QGenda
Monitor and reconcile discrepancies between MiChart, Outlook, and QGenda
Perform swaps between faculty for on-call responsibilities
Meeting Coordination and Support
Arrange meetings using polling software to coordinate multiple schedules, sending timely and targeted reminders
Where relevant, order and arrange food delivery; clean-up meeting spaces post-event
Prepare and distribute relevant meeting information, including location reservations, agendas, and meeting minutes. Organize documentation as requested.
Scholarly Activity
Regularly update faculty curriculum vitae (CV)
Maintain records of scholarly activity and publications
Assist with publication preparations and submissions, maintaining reference lists (EndNote)
Transcribe, proofread, and edit manuscripts, book chapters, poster presentations, and other documents for publication
Format and proofread presentation and slideshow materials
Assist with biosketch preparations and updates in conjunction with research partners at a basic level
Assist with organization and documentation of completed CME certi?cates
Assist with collection of materials for promotion
Professional Activities and Reimbursements
Assist with membership registration and renewals for professional societies, conference activities, and CME endeavors
Process reimbursement fees related to faculty licensure, conference related travel accommodations, and CME expenditures
Monitor and report on available Professional Development (PD) funds
Assist with ordering requested equipment, lab coats, business cards, and office supply needs of supported faculty members
Technology Assistance
Work with HITS for faculty software issues, equipment replacement, and education on new programming initiatives
Generate and maintain requested SharePoint sites for PM&R programs and projects
Legal Items
Schedule and coordinate legal meetings and depositions
Invoice associated legal fees for meetings and paperwork according to department guidelines
Collaborate with Michigan Medicine?s legal team when requested
Additional/Miscellaneous
Maintain copies of faculty licensure and certi?cations
Contribute to relevant website updates for supported faculty members
Organize professional headshot sessions for supported faculty members
Format and proofread requested letters of recommendation
Coordinate peer-to-peer conversations as requested
Participate in new faculty onboarding and orientation to PM&R
Participate in training of incoming administrative assistants as needed
Assist with scheduling of Visiting training Observers and Medical Students entering relevant rotations
Required Qualifications*
High school diploma
5+ years of experience in an administrative role
Proficiency with Microsoft Office Suite products
Excellent verbal and written communication skills, including spelling, grammar, and punctuation
Ability to exercise initiative, independent judgment, diplomacy, confidentiality, and a positive service-oriented attitude
Solid organizational and problem-solving skills
Demonstrated dependability, initiative, ability to multi-task, and ability to accept direction
Demonstrated ability to work collaboratively with multidisciplinary teams across different sites and program
Willingness and openness to new ideas, processes, and changes that improve patient care
Excellent interpersonal skills
Desired Qualifications*
College degree or coursework
Reasonable knowledge of medical terminology
Understanding of existing policies and procedures at Michigan Medicine
Proficiency in QGenda
Experience with Endnote, Sharepoint, Microsoft Office 365, and Adobe applications
Work Schedule
ShapeHybrid work schedule - 4 days of remote work with 1 day onsite per week. Additional in-office time may be requested to support varying needs of faculty and events.
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
250023
Working Title
Administrative Assistant Senior Healthcare
Job Title
Admin Asst Sr Healthcare
Work Location
Ann Arbor Campus
Ann Arbor, MI
Full/Part Time
Full-Time
Regular/Temporary
Regular
FLSA Status
Nonexempt
Organizational Group
Medical School
Department
MM PM&R
Posting Begin/End Date
6/05/2024 - 6/21/2024
Career Interest
Administration
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