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Job Summary

The Children's Emergency Services (CES) is seeking a highly competent, motivated and organized professional to join our administrative team. Candidates for this position will exhibit strong verbal and written communication skills, interpersonal skills, and organizational skills including attention to detail, ability to prioritize tasks and meet deadlines and handle confidential data with discretion. The ability to work independently as well as part of a team and regularly exercise judgment in the application of policies, procedures, and methods is critical. Positive attitude, customer service orientation and demonstrated ability to partner effectively within a complex organization is a must.

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.

Why Join Michigan Medicine?

Michigan Medicine is one of the largest health care complexes in the world and has been the site of many groundbreaking medical and technological advancements since the opening of the U-M Medical School in 1850. Michigan Medicine is comprised of over 30,000 employees and our vision is to attract, inspire, and develop outstanding people in medicine, sciences, and healthcare to become one of the world’s most distinguished academic health systems.  In some way, great or small, every person here helps to advance this world-class institution. Work at Michigan Medicine and become a victor for the greater good.

What Benefits can you Look Forward to?

Excellent medical, dental and vision coverage effective on your very first day 2:1 Match on retirement savingsResponsibilities*Provide administrative support to the CES Leadership team as it relates to completing all aspects of biweekly payroll for CES Clerical staff including timekeeping, verification of time accuracy in MPathways and Finance Bl, employee follow-up, error troubleshooting and payroll corrections. Provide administrative support to the CES Leadership team as it relates to completing all aspects of four-week clerical schedule development and implementation, including holiday and annual PTO selection and position control.Provide administrative support to the CES administrative team reserving classrooms, and special projects.Assist the CES Leadership team with finance reporting and transactions. Including but not limited to continuing education, recognition, tuition support, account reconciliation, and resource utilization and expense. Identify outliers and create mitigation strategies.Track staff turnover, budgeted/filled FTE, FMLA and leave of absences for assigned staff.Coordinate the performance evaluation process for assigned staff. Maintain timeline to ensure evaluations are completed by due date, distributing evaluation tools to the employee and tracking completion. Collate peer feedback and create individual reports for performance review.Perform data retrieval and analysis for quality metrics. Identify and report gaps in performance to leadership team.Prepare, develop, and maintain OneStaff reports such as attendance, activity, seniority and productivityPre-screen applicants for positions and recommend candidates for interview. Coordinate interview and selection process. Prepare offers in HRIS. Maintain contact with candidates throughout the hiring and onboarding process.Create and maintain unit personnel files for assigned staff in compliance with TJC standards. Perform annual audits and report any issues/concerns to the responsible manager/director.Track compliance with staff Fit Testing, required vaccinations and testing and Michigan Medicine mandatory programsManage orders and procurement of scrubs for CES staff.Participate in lean and process improvement initiatives. Provide project support for teams and committees to include scheduling, communications, attendance, data collection, data analysis and minutes. Lead and/or support special projects.Access and update Cornerstone for required course enrollment and required performance metrics (Cornerstone Mandatories) for ED staff. Create new class offerings as needed.Update and maintain policy uploads and staff photos for ED staff for the department internal website.Update and maintain email groups, IT folder access for CES team. Register/reimburse via Chromeriver continuing education courses for ED staff once approved by responsible manager/supervisor. Maintain records and create reports as requested by responsible manager.Coordinate complex calendaring and travel for the CES leadership team including exercising judgment about setting priorities.Coordinate and schedule the travel of the CES leadership team and staff, including hotel accommodations and conference registrations.Assist with ongoing special projects as directed by the CES Leadership team.Provide high level administrative support to the CES Clerical Training Specialist for all activities related to orientation, ongoing education and training for the clerical team.Provide high level administrative support for the Administrative Director and Clerical Supervisor, maintaining confidentiality in all employee matters.Required Qualifications*Bachelor's degree in business administration, healthcare administration or an equivalent combination of education and experience.Four or more years' experience in an administrative role with progressive responsibility and independent decision making.Excellent written and verbal communication skills, strong interpersonal skills, and excellent problem-solving skills.Current practice must demonstrate flexibility, teamwork/collaborative skills, initiative, critical thinking, organizational skills, and willingness to learnAbility to analyze, compare, evaluate various courses of action making independent decisions within scope of duties and ability to exercise judgment in deferring escalating issues to management teamDemonstrated excellent customer service skillsStrong organization skills and ability to successfully complete multiple tasks within deadlinesMust be able to work independently with minimal supervision and as part of a large team.Experience in data entry and reporting.Fluency with Microsoft Office Suite, Adobe Acrobat, Google Suite.Desired Qualifications*OneStaff experiencePayroll experienceScheduling experienceM-Pathways experienceKnowledge of University policies and proceduresWork Schedule

40 hours per week on site, Monday-Friday. Option for 8 or 10 hour shifts.

Modes of Work

Positions that are eligible for hybrid or mobile/remote work mode are at the discretion of the hiring department. Work agreements are reviewed annually at a minimum and are subject to change at any time, and for any reason, throughout the course of employment. Learn more about the work modes.

Background Screening

Michigan Medicine conducts background screening and pre-employment drug testing on job candidates upon acceptance of a contingent job offer and may use a third party administrator to conduct background screenings.  Background screenings are performed in compliance with the Fair Credit Report Act. Pre-employment drug testing applies to all selected candidates, including new or additional faculty and staff appointments, as well as transfers from other U-M campuses.

Application Deadline

Job openings are posted for a minimum of seven calendar days.  The review and selection process may begin as early as the eighth day after posting. This opening may be removed from posting boards and filled anytime after the minimum posting period has ended.

U-M EEO/AA Statement

The University of Michigan is an equal opportunity/affirmative action employer.