Admin Specialist Assoc Health-APP Teams

Cardiovascular Medicine Administrative Support

The primary function is to provide comprehensive administrative, operational, and project support to the Cardiovascular Medicine Advanced Practice Provider (APP) Manager and departmental APP workforce. The incumbent will coordinate day-to-day office operations, support human resources processes, maintain personnel and payroll records, facilitate departmental projects, and serve as a liaison between department staff and Michigan Medicine Human Resources. This position requires exceptional organizational skills, attention to detail, professionalism, and discretion in handling confidential information.

Knowledge of healthcare operations and administrative support practices is preferred.

Duties include, but are not limited to:

• Support departmental human resources processes, including preparing job postings, facilitating candidate review, scheduling interviews, coordinating salary recommendations, preparing job offers, processing terminations, and completing personnel action requests.
• Coordinate onboarding and offboarding activities for staff, including access requests, required training, equipment deployment, and equipment tracking.
• Update and schedule Cornerstone training for all employees.
• Maintain and update APP schedules; process monthly payroll; perform payroll reconciliation; identify and resolve payroll discrepancies; and track PTO usage and unscheduled absences.
• Format/edit a variety of correspondence and perform document management of all kinds.
• Organize yearly evaluation process for APP staff.
• Maintain personnel records and Blue Folders.
• Process clinic closing requests and maintain APP time away tracking.
• Arrange, coordinate, and document meetings.
• Track all FMLA/Work Connection requests/approvals.
• Support management ensuring employees are compliant with Michigan Medicine Policies and Procedures. Facilitate/execute projects within the department.
• Review expenditures on equipment and materials; including the ordering of supplies.
• Coordinate resolution of equipment and technology-related issues.
• Coordinate departmental events, large-scale meetings, recognition activities, and employee engagement initiatives.
• Coordinate the use of facilities, service, and equipment.
• Process reimbursements through Emburse.
• Perform financial reconciliation and monitor departmental expenditures and expense reports.
• Update position control reports.
• Schedule meetings and manage calendars.
• Track CME funds and time off for professional development.
• Coordinate and track tuition reimbursement requests and approvals.
• Coordinate credentialing and recredentialing processes for new hires and existing employees.
• Other duties as assigned.

Required qualifications:

• Minimum of 5 years of experience in a professional office setting
• Bachelor's degree or equivalent experience
• Demonstrate a high degree of diplomacy and professionalism, including ability to maintain confidential personnel, payroll, and employee relations information.
• Demonstrated ability to work independently, exercise sound judgment, and take initiative.
• Ability to collaborate effectively with a wide range of faculty, staff, leaders, and external partners.
• Demonstrate ability to prioritize and complete tasks promptly.
• Demonstrated tracking, follow-up, and organizational skills necessary to manage and coordinate a high volume of concurrent activities.
• Demonstrated attention to detail and ability to work under pressure while maintaining a high level of accuracy.
• Demonstrated excellent verbal/written communication skills.
• Demonstrated organizational, prioritization, and time management skills.
• Experience working effectively in a diverse environment and with individuals across multiple levels of an organization, including faculty, staff, and leadership.

Desired qualifications:

• Five or more years of progressively responsible administrative support experience, preferably supporting clinical operations, healthcare leadership, or human resources functions.
• Experience working in a unionized environment with knowledge of collective bargaining agreements (CBAs), including applying established contract provisions related to scheduling, attendance, payroll, leave administration, and other administrative processes while maintaining confidentiality and professionalism.
• Experience with payroll processing, reconciliation, leave tracking, and timekeeping administration preferred.
• Experience supporting human resources processes,…