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

Basic Function and Responsibilities:

Responsibilities of this position include providing general administrative support to Occupational Health Services Administrative Director and leadership team.  This position exercises considerable discretion and independent judgement to provide high-level administrative functions.  This position works independently to handle matters of a confidential and/or sensitive nature; interface with support staff and University leadership regarding meetings; complex calendar maintenance, creating and reconciling expense reports; orders and inventories clinical and office supplies;  manages data and generates reports for leadership; supports the payroll and timekeeping process, leaves of absence, blue folder maintenance, and prepares personnel transactions; functions as the facilities coordinator, and, provides oversight with staff travel and continuing education funds.

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*

Characteristic Duties and Responsibilities: 

Essential

Operations and Administrative Management Support:

• Calendar/meeting/conference call management (complex scheduling, presentations, conferences, room reservations, IT needs, etc.)
• Gather, prepare, and distribute meeting materials
• Create and update professional correspondence, reports, and other documents with great attention to detail
• Authorized signer for telephone requests, ID badges, and keys.
• Manages email group access and system access for Cisco Finesse and other systems as needed.
• Order supplies and computer accessories through MarketSite or other vendors as appropriate.
• Coordinate purchase, delivery/removal of office machines serving as liaison with various vendors (Xerox, etc.)
• Process subscriptions, memberships, and special orders (business cards, special event materials, offsite printing, publications, and books)
• Serve as unit liaison for IT, HR Solutions Center, Shared Services, and Purchasing
• Works independently to create and maintain policy and procedures manual
• Works independently and autonomously to complete the annual University Space Analysis Survey and provide data for space audit reports for OHS.
• Creates, develops, implements, and tracks appropriate Qualtrics surveys, analyze data and presents results to leadership.
• Tracks, maintains, and uploads Remote Work/Telework documentation and agreements. 
• PCard holder adhering to U-M SPG and Michigan Medicine policies and guidelines.
• Creates expense reports, manages employee mileage and other expense reimbursements by utilizing Concur while adhering to U-M SPG and Michigan Medicine policies and guidelines.
• Coordinate travel, hosting, and conference arrangements.      
• Tracks continuing education conferences, seminars, etc. attended by all OHS employees and created reports outlining expenses

Human Resources: 

• Reviews resumes and completes initial phone interviews
• Create and post open positions
• Assist with hiring / interview process, retrieve resumes for hiring teams utilizing HR management systems such as MPathways and eRecruit, schedule candidate interviews, prepare and distribute interview materials, obtain salary recommendations and present job offers to hiring managers.
• Create PARS
• Supports the credentialing process for providers as applicable.
• Serves as a Payroll liaison
• Serves as a delegate to management in approving time reporting as assigned 
• Process and monitor employee tuition reimbursements according to SPG and Payroll guidelines
• Maintain employee personnel files and employee blue folders, auditing and reporting to HR as required by the Joint Commission
• Perform duties of a sensitive and confidential nature that require discretion, independent judgment, critical thinking, and decision-making skills

Other Related Duties:

• Complies with all University of Michigan and departmental standards and expectations.
• Supports the department's commitment to continuous improvement activities and principles through positive and respectful contribution in all problem-solving and change processes.
• Performs other duties as assigned.

Supervision Received From: OHS Administrative Director  

Supervision Exercised:  No Supervision Exercised

Required Qualifications*

• High School Education or equivalent 
• More than four years of experience
• Ability to work independently and autonomously in a self-directed, organized manner
• Proven ability to use discretion and appropriate judgment regarding sensitive, confidential matters
• Demonstrated organizational, analytical, and problem-solving skills
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint) and electronic calendaring and email systems
• Strong communication (verbal and written), interpersonal, and organizational skills
• Demonstrated experience in scheduling meetings, conference calls, and calendar management
• Experience in travel planning and expense reporting
• Ability to produce professional-quality correspondence and documents with great attention to detail
• Proven ability to provide a high degree of initiative, resourcefulness, and anticipate desired outcomes
• Strong attendance record

Desired Qualifications*

• Reasonable knowledge of University and Michigan Medicine policies and procedures
• Experience with Wolverine Access, MPathways, Chrome River, HR, and Payroll systems
• Experience in office management and procedures
• Event / Conference planning
• Ability to understand and analyze financial data
• Staffing meetings / taking minutes

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.

Additional Information

OCCUPATIONAL HAZARD INFORMATION:

Staff members may have routine exposure to all chemical inventory, inclusive of hazardous materials, including but not limited to: the office, hospital and clinics.  Chemical inventory reference materials are available to all staff in the form of hard copy and on-line Material Safety Data Sheets.

Staff may carry out assignments at the hospital, clinics, campus departments and the OHS clinic. Staff may drive their personal vehicle and/or walk on uneven surfaces to these various work site locations in all weather conditions on a regular basis.

This description is intended to indicate the kinds of tasks and levels of work and/or difficulty that will be required of positions given this title and shall not be construed as declaring what the specific duties and responsibility of any particular position shall be.  It is not intended to limit or in any way modify the right of any supervisor to assign, direct and control the work of employees under their supervision.

Physical Requirements: 

The employee will be able to perform the assigned duties and responsibilities with or without reasonable accommodations: ability to work in a sedentary position for long periods of time, ability to communicate/ exchange information, fine motor coordination/dexterity necessary for keyboarding or typing, and may require reaching, bending, twisting, stooping, moving about, lifting of up to 25 pounds, etc., with or without the use of assistive/adaptive devices.

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.