Administrative Assistant III

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As the only administrative assistant for the Acute Care Flow and Care Management teams, this position oversees and provides comprehensive administrative support for case managers, social workers, case management assistants, utilization review nurses, transition support call center nurses, and complex and community care social workers (approximately 165 in total) across Ann Arbor, Chelsea, and Brighton hospitals.

Principal timekeeper for all departments, including schedule creation, timecard reconciliation, and preparation for sign‑off. Act as liaison with the leave team and regional timekeeping staff.

Handle significant volume of sensitive and confidential data (personnel, payroll, attendance, billing, work and purchase orders). Develop, implement and maintain departmental record‑keeping and filing systems.

Prepare non‑routine correspondence, documents and reports; develop forms, tables, charts, presentation materials, manuscripts, contracts, and other records. Proof and edit materials for accuracy and may submit for approval.

Coordinate arrangements for meetings and conferences: scheduling, catering, materials preparation, follow‑up.

Maintain calendars and schedules of supported personnel and coordinate with director, operations managers and team leads.

Organize hiring tracker, conduct pre‑screening for candidates, schedule interviews, facilitate shadowing, manage onboarding process and orientation appointments.

Assist in coordinating charitable efforts such as the Patient Food Pantry and the Patient Clothes Closet.

Assist in developing and monitoring departmental budgets and financial activity, including gathering reports, tracking expenditures, identifying and resolving errors, and authorizing routine expenditures.

Process transportation reimbursement payments, review invoices and work with accounts payable to ensure accuracy.

Open, sort, screen and route incoming mail; process outgoing mail and packages.

Maintain department phone lists, answer and screen calls, relay messages, and direct visitors and deliveries.

Recommend appropriate changes in office practices and procedures to improve productivity, efficiency and cost‑effectiveness.

Respond to inquiries from departmental personnel regarding services, records and other matters requiring in‑depth knowledge of departmental operations and procedures.

Maintain confidentiality of information related to patients, physicians, employees and visitors; discuss patient and hospital information only with appropriate personnel and in private places.

Assume responsibility for safe performance of job duties, report hazards, and contribute to a safe workplace.

Behave in accordance with the Mission, Vision and Values of Trinity Health Ann Arbor.

Associate’s degree or equivalent, minimum of 7 years of administrative support experience.

Additional formal clerical and PC training.

Comprehensive and detailed knowledge of departmental and hospital policies and procedures; basic knowledge of specialized medical fields.

Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook, Access) and other databases and graphics software.

Excellent organizational and time‑management skills.

Ability to see “the big picture” and serve as a primary resource to others.

Strong attention to detail and in‑depth knowledge of medical terminology for transcription.

Excellent communication and interpersonal skills for effective communication with staff, physicians, patients, visitors and hospital personnel.

Strong analytical skills for compiling, researching and analyzing data, preparing statistics and developing recommendations and reports.

Employment Type:

Full time.

Rooted in our Mission and Core Values, we honor the dignity of every person and recognize the unique perspectives, experiences, and talents each colleague brings. By finding common ground and embracing our differences, we grow stronger together and deliver more compassionate, person‑centered care. We are an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other status protected by federal, state, or local law.