Administrative Assistant Sr Healthcare

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 Administrative Assistant Senior provides specialized administrative and operational support for the Metabolism, Endocrinology & Diabetes division, with responsibility for QGenda administration, provider scheduling, schedule maintenance, and related clinical operations, as well as faculty administrative support. This position serves as a key liaison between faculty, administrative staff, clinical teams, and internal and external partners to ensure accurate, timely, and well-coordinated provider schedules.

The position is responsible for the development, maintenance, and ongoing improvement of scheduling processes and serves as a subject matter resource for QGenda administration and training. The Administrative Assistant Senior works proactively to identify scheduling needs, establish effective workflows, maintain appropriate backup processes, and communicate changes across the divisions and clinical sites. This position will provide administrative support to certain MEND faculty to assist with calendar management, travel, reimbursements, and CV maintenance.

This position reports directly to the division Business Manager.

Michigan Medicine values a culture of diversity, equity, and inclusion. We are committed to the development of a positive and inclusive environment.

The Administrative Assistant Senior is responsible for:

Using dedicated third party software (QGenda at this time), to manage clinic schedules for over 50+ clinical faculty serving in multiple locations with a variety of allocation rules.

Collaborate with operations leaders (faculty and staff) to create, optimize, maintain, and execute schedules for clinical, administrative and leave time.

Update QGenda faculty on a daily basis to reflect appointment changes, leaves of absences, effort changes, new appointments, vacations, and coverage schedules. Productively and professionally implement unit scheduling rules and resolve issues as they arise, as delegated.

Maintain accurate alignment between QGenda provider schedules and outpatient clinical schedules in MiChart.

Identify scheduling discrepancies and work collaboratively with appropriate teams to resolve issues.

Prepare routine and on-demand reports and ad hoc analyses, working closely with division leadership.

Approve and manage faculty time-off reporting, coordinate with clinic administrators and scheduling team to ensure full understanding of daily operational needs.

Administrative support:

Manage complex calendars, maintain and communicate daily schedules, provide additional support as requested. Coordinate numerous complex meetings which may involve various locations, multiple departments and institutions. Organize travel arrangements, reimbursements. Reconcile monthly expenses.

Aid faculty with updating CVs, add references in manuscripts using program such as Endnote, maintain publications in Pub Med, formatting NIH biosketches, bibliography files, file management.

Ability to plan and coordinate events, meetings and symposiums. Assist with additional divisional responsibilities as needed. Provide back-up support to team members.

The ideal candidate will show personal initiative in managing work assignments by organizing, independently prioritizing work, and completing tasks while meeting deadlines. Collaborative and…