| A cover letter is required for consideration for this position and should be attached as the first page of your resume. The cover letter should address your specific interest in the position and outline skills and experience that directly relate to this position. Ambulatory Therapies Services is seeking an Administrative Assistant Intermediate to join our administrative team and play a key role in supporting daily operations across the service line. This position offers a strong foundation in healthcare administration, with opportunities for growth and expanded responsibility over time. Initial responsibilities include supporting the leadership team and clinic sites with financial coordination (ordering supplies and equipment, verifying department statements of accounts, and following up on issues with vendors and/or other departments), as well as managing expense reimbursements and continuing education tracking and reporting.
With development in the role, and with mentorship and guidance from the Senior Administrative Assistant, there is opportunity to expand responsibilities to include comprehensive HR support (postings, hiring, new employee orientations, terminations, appointment updates, licensure tracking, reimbursements, etc.) and payroll support (serving as department timekeeper for union and non-union staff).
Candidates for this position must demonstrate strong organizational skills and efficiency, problem-solving ability, excellent planning and follow-through, high-quality written communication, outstanding customer service and diplomacy, accuracy and attention to detail, and the ability to manage sensitive matters with discretion.
The successful candidate will thrive in a fast-paced environment with dynamic priorities, demonstrating adaptability, professionalism under pressure, and the ability to manage multiple competing tasks while meeting deadlines. Building relationships and collaborating effectively with supervisors, staff, and external partners across the department and Michigan Medicine is essential.
This position will report to the Ambulatory Therapies Director. Financial Responsibilities 55% - Manage departmental financial operations, including reconciliation of statements of accounts and gift accounts; initiate corrective action as needed.
- Process financial transactions, including purchase orders, non-PO vouchers, petty cash reimbursements, and cash receipts.
- Coordinate expense and reimbursement activities, including tuition reimbursement, travel and hosting expenses, and monthly P-Card reconciliation.
- Monitor financial tracking processes, including continuing education allocations and related reporting.
Personnel and Compliance Responsibilities 20% - Provide administrative support to the Director and Ambulatory Therapies leadership team, including responding to staff and external inquiries and addressing operational concerns.
- Maintain personnel records and databases; generate staff reports and ensure licensure, certifications, and compliance tracking systems are current.
- Support compliance activities, including verification of performance evaluations, mandatory requirements, and coordination of annual audits.
- Support onboarding and staff transitions, including participation in orientation activities, coordination of system access, and basic technical support.
- Assist with administrative staffing processes, including hiring support, onboarding coordination, and training of administrative or temporary staff.
- Support leadership and staff meetings, including preparation of materials and meeting minutes; attend organization-wide meetings as appropriate.
Leadership Team and Service Line Support 10% - Support departmental operations and governance, including development and maintenance of policies, procedures, and internal controls.
- Coordinate service line initiatives and events, including retreats, recognition events, site visits, in-services, and special meetings.
- Provide administrative and project support to the leadership team, including committee support, report preparation, and special projects.
Facilities and Operations Coordination 10% - Coordinate facilities-related activities, including maintenance requests, environmental services, and space needs across Ambulatory Therapies locations.
- Manage department technology and communication resources, including phone services, equipment inventories, and coordination of repairs.
- Coordinate space and scheduling needs, including room assignments, annual planning, and ad hoc requests.
Education and Professional Development 5% - Support onboarding and development of staff, including orienting colleagues to policies and procedures and providing guidance to administrative or temporary staff.
- Maintain competency in systems, processes, and best practices through collaboration and continuing education.
- Contribute to continuous improvement through professional feedback and completion of required training.
Opportunity for Growth Within the Role As proficiency is gained, there is opportunity to learn skills which may expand scope and take on additional responsibilities, including: - Supporting payroll and timekeeping processes for union and non-union staff.
- Supporting Human Resources activities and personnel transactions.
- Assisting with leave management processes (e.g., FMLA, Work Connections, workers? compensation).
- Assisting with space inventory and operational reporting.
- Managing communication tools (e.g., Outlook distribution lists) and maintaining organizational charts.
- Providing routine and ad hoc reporting to leadership on operational metrics.
- Supporting the PT/OT/AT student program
- High school diploma or equivalent
- At least 1 years of related administrative experience
- Advanced computer skills, including proficiency with Excel, MS Word, PowerPoint, Adobe Acrobat, Outlook, Google Workspace, Dropbox, Qualtrics or similar survey software, conferencing systems (Zoom, Microsoft Teams), and willingness to learn new software platforms.
- Exceptional organizational skills, accuracy, attention to detail, and follow-through with the ability to anticipate problems and take appropriate initiative.
- Effective at working independently as well as collaboratively within teams.
- Flexibility, a positive attitude, and a strong work ethic.
- Proven ability to manage time, prioritize tasks with conflicting deadlines, manage interruptions, and meet deadlines.
- Excellent oral and written communication skills, with experience in editing, proofing and writing.
- Ability to take directions from multiple leaders.
- Ability to work under pressure in a complex environment and maintain a calm and professional demeanor.
- Demonstrated ability to interact professionally and confidentially with a diverse range of stakeholders.
- Strong dedication to customer service and an ability to work within a team-focused framework.
- Ability to work independently, set priorities, multitask, and meet multiple deadlines.
- Demonstrated ability to handle sensitive employee and business information with utmost confidentiality.
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. 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. 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. The University of Michigan is an equal employment opportunity employer. |