Job description
Summary
The Administrative Specialist provides comprehensive administrative support and project management for Children’s Emergency Nursing Services, applying significant knowledge of the principles, concepts, and methods of budgeting, scheduling, payroll, HR processing, and policy and procedure development. The UMHS market title for this position is Administrative Specialist Associate.
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 savings
Responsibilities*
Oversee and provide high-level administrative support and assistance to Children’s Emergency Services (CES) Nursing leadership and staff including but not limited to:
- Coordinate timekeeping and payroll for CES nurses and techs:
- Review, report, and maintain timekeeping and payroll records for CES nursing staff in compliance with all labor laws and Michigan Medicine (MM) policies and practices.
- Oversee the review and reconciliation of biweekly pay gross pay register.
- Facilitate training and serve as a resource to the CES nursing administrative team for nursing contract, HR guidelines, time reporting and payroll processes.
- Assess and resolve nursing/tech issues related to payroll, scheduling, and HR processes
- Coordinate the hiring, orientation, and onboarding process. Facilitate approval for posting, create job posting and offer, create learning plan for mandatory competencies, schedule MiChart training and assist the CES nurse educators as needed to ensure optimal experience for incoming staff.
- Create and maintain employee personnel files to ensure compliance with MM blue folder requirements and Joint Commission standards.
- Oversee the processing of all CES nursing HR transactions (PARs, additional pay, tuition support). Track the status throughout the various processes and ensure appropriate follow-up when indicated.
- Oversee/complete the required documentation for all applicable leaves of absences, maternity, and parental leaves, and FMLA documentation in collaboration with CES nursing leadership, HR Solutions Center, and Work Connections.
- Serve as CES Nursing Services liaison with Occupational Health Service to ensure CES nursing and tech staff meet MM requirements.
- Coordinate Employee Engagement survey planning and results reporting for CES Nursing Services.
- Oversee the creation and revision of CES nursing policies in collaboration with the CES nursing leadership team. Keep MM PolicyStat up to date for CES nursing policies.
- Oversee the utilization of technology to create and maintain CES nursing related lists and tracking systems for professional license expirations, seniority, employee contact information, certifications, HR transactions, attendance, etc.
- Generate reports and queries from MM information systems related to nursing expense, attendance, scheduling, or other nursing related ad hoc reports. Based on analysis, identify gaps and create plan to address concerns. Implement plan after review with CES Clinical Nursing Director.
- Perform data retrieval and analysis for CES nursing quality metrics. Identify and report gaps in performance to the CES nursing leadership team.
- Actively evaluate current administrative processes, identify options and action plan to improve workflows.
Other Related Duties
- Assure all administrative tasks and duties comply with MM and CES procedures, standards, and expectations.
- Support CES commitment to continuous improvement activities and principles through positive and respectful communication in all problem-solving and change processes.
- Effectively and enthusiastically accept responsibility for new projects, duties, and opportunities as assigned by the CES nursing director, and brings them to implementation.
- Maintain knowledge of HRO principles and use these skills in daily work.
- Contribute to a positive and inclusive work community by building trusting partnerships with colleagues and working with a sense of ownership for outcomes.
- Exhibit a commitment to diversity, equity, and inclusion in daily work activities. Continuously interact with respect, professionalism, and in a manner where individuals feel their perspectives are welcome.
- Consistently exhibit active listening skills, value feedback, and a commitment to learning from the perspectives of others.
Supervision Received
Direct supervision is received from CES Clinical Nursing Director. Staff member is expected to exercise independent judgment in the execution of responsibilities as established in the framework of CES policies and regulations.
Required Qualifications*
- Bachelor's degree in Healthcare Administration, Business, or related field.
- Five years’ experience in an administrative role with progressive responsibility and project management responsibility.
- Highly developed organizational and time management skills, along with experience and competence in utilizing and leveraging technology.
- Excellent organizational and multi-tasking skills including attention to detail, prioritization, and tracking.
- Demonstrated effective written and verbal communication, interpersonal, and conflict management skills.
- Ability to multi-task, be flexible, and adapt to change in a positive manner.
- Proficiency in information technology skills (including Microsoft Office suite, email, calendar management, spreadsheets, etc.) with a proven record of effectively learning and utilizing new computer systems and software.
Desired Qualifications*
- Experience with Google Apps, Microsoft Office Applications, Wolverine Access/MPathways, Human Resource Management System, OneStaff, MNA Contract, and MLearning.
- Working knowledge of MM policy and procedures.
Work Schedule
40 hours per week on site, Monday-Friday. Option for 8 or 10 hour shifts.
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.
Vaccine Requirements
COVID-19 vaccinations are required for all students, faculty and staff working in the following areas: Michigan Medicine including the Medical School, Dental School, University Health Service or the Mary A. Rackham Institute. This includes those working remotely and temporary workers. More information on this new policy is available on the U-M Health Response.
U-M EEO/AA Statement
The University of Michigan is an equal opportunity/affirmative action employer.
Job Opening ID
232036
Working Title
Admin Specialist Assoc Health
Job Title
Admin Specialist Assoc Health
Work Location
Michigan Medicine - Ann Arbor
Ann Arbor, MI
Full/Part Time
Full-Time
Regular/Temporary
Regular
FLSA Status
Nonexempt
Organizational Group
Um Hospital
Department
MM CW Children ED Admin
Posting Begin/End Date
3/17/2023 - 3/31/2023
Career Interest
Administration
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