Administrative Assistant Senior

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.

Michigan Medicine is seeking an Administrative Assistant Senior for Ambulatory Care Nursing.

• Assist with Payroll questions, tracking of reports as needed (PTU, PTO, FMLA, etc.)
• Manage complex calendars.
• Manage administrative processes such as Blue Folders, Performance Valuations, email distribution lists, documents, staff contact lists, etc.
• PTO requests
• Draft correspondence and documents, PowerPoint presentations and Excel spreadsheets.
• Manage email group, paging groups, shared drives, etc.
• Troubleshoot various system issues.
• Provide coverage for other administrative support staff within the UMMG Administrative Support Team.
• Perform an assigned set of suite duties such as supply ordering, miscellaneous vendor liaison, etc.
• Perform other duties as directed.

• Record data in reporting systems
• Prepare process concur/expense reports, and hosting reports, process requests for supplies and services, follow up on orders.
• EMR reporting workbench (create, run and maintain reports in collaboration with manager)
• Assist leaders as directed with incident reports, financial reports, progress reports, patient letters, business reports, PTU, and other required deliverables.

• Supply inventory management
• Order equipment
• Place orders through approved vendors
• Review delivery packing slips to ensure accuracy
• Reconcile statement of activity against supply orders.

• Assist leaders with HR related duties
• Post job openings
• Coordinate interviews
• Assist with onboarding access and equipment needs
• Anticipate the needs of those being directly supported.
• Assist manager in review of the safety of physical space.
• Handle administrative matters which may be of a confidential nature with the upmost level of discretion.

• A high school diploma or equivalent
• 4+ years of experience in an administrative support capacity
• Proficiency in Microsoft Office software, as well as other databases, e-mail and calendar-keeping software.
• Excellent verbal, written and interpersonal skills.
• Strong customer service focus.
• Demonstrated ability to produce professional correspondence, free from grammatical and spelling errors.

• Knowledge of Michigan Medicine policies and procedures.
• Ambulatory care experience
• Knowledge of UMMG/Ambulatory Care structure, processes, and procedures.
• Demonstrated ability to work effectively with individuals and groups from a variety of identities, culture, backgrounds, ideologies, including personal and social identities.
• Experience with MiChart.
• Strong interpersonal skills and ability to successfully work with all job classes.
• Excellent organizational, time-management and multi-tasking skills with a keen ability to pay attention to all details.
• Must possess demonstrated ability to take initiative, work independently, prioritize, manage multiple assignments, and follow through on job responsibilities.
• Demonstrates ability to collaborate with others in a team environment, display leadership through problem solving and the initiative to advance knowledge.
• Discretion and judgement regarding sensitive and confidential matters.
• Strong critical thinking and problem-solving skills.
• Demonstrated ability to act in a professional