CQI Operations Administrative Assistant

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.

The Collaborative Quality Initiatives Operations (CQIO) team is seeking a positive, highly motivated candidate who possesses the skills described below to support the Blue Cross Blue Shield of Michigan (BCBSM) sponsored Collaborative Quality Initiatives (CQIs). The CQIs are statewide quality improvement programs whose goals are to improve quality, safety, and clinical outcomes for healthcare procedures and medical conditions across the state of Michigan (Michigan Collaborative Quality Initiatives).

The University of Michigan is home to the coordinating centers for 19 of the current CQIs. A central CQI administration team based in the Michigan Medicine Quality Department supports the work of the CQIs. This position is fully funded by the BCBSM Value Partnerships initiative. The CQIO Administrative Assistant will provide support for the management of the Collaborative Quality Initiatives. This includes providing direct support to the CQI Operations Leadership team, general support to the CQI Operations team, meeting planning, event planning, supporting communications efforts, partnering with facilities for space allocation, project assistance and other special programs support.

The Administrative Assistant will be expected to leverage their knowledge of healthcare systems to execute daily tasks.

• Under minimal direction, provide administrative support to the CQI Operations Leadership team, including calendar management, meeting coordination, preparing travel arrangements and reimbursements, and serving as the professional face and voice of CQI Operations.
• Provide technical and logistical support for meetings and presentations, including preparing and sending meeting materials, screen sharing and advancing slides, serving as the designated meeting support person on behalf of staff and troubleshooting basic virtual meeting technology issues.
• Organize a variety of activities and events for CQIO and BCBSM, including multi-partner meetings. Responsibilities include facility arrangements, menu planning, facilitating catering contracts, meeting notices, meeting materials, tracking meeting expenses, tracking RSVPs, arranging IT support, and compiling meeting evaluation results, etc.
• Administrative support of CQIO grant-funded projects including coordination of review committee meetings, facilitating material submission process, monitoring deliverable completion and maintaining tracking documents.
• Purchase supplies and services using U-M procurement pathways with responsibility for ensuring compliance with University guidelines.
• Prepare expense reports using the expense reporting system and reconcile P-Card expenses.
• Maintain materials including contact databases, email lists and SharePoint pages.
• Coordinate onboarding and offboarding of CQIO faculty and staff, including managing orientation materials, identifying introductory meetings, coordinating office tours and workspace setup, and managing computer and equipment inventory.
• Provide administrative support to project managers and operations team members, including handling correspondence and inquiries.
• Assist with day-to-day operations such as updating the portfolio SharePoint site, Drop Box folders, updating Smartsheets documents and managing the CQIO Inbox.
• Interpret, communicate and apply university and unit policies and procedures in performing daily duties. Anticipate the needs of those being directly supported.
• Build and maintain strong, effective working relationships with Quality Department, HITS, Facilities, Procurement, and other internal business units.

• Organize meetings including CQI Program Manager and Program Director meetings, and miscellaneous other meetings (in-person and virtual), including making facility arrangements, preparation and distribution of meeting materials, and meeting evaluations.
• Collaborate with other administrative support partners throughout the portfolio as needed to share resources and…