To provide administrative support to the Emergency Department (ED) Leadership team. The successful candidate will join a seasoned, cohesive team of administrative professionals supporting staffing, scheduling and daily operations of the Adult and Children's Emergency Services. Positive communication style and team oriented approach are essential. Able to work independently and as a team and exercise discretion in all matters arising in the office. Key responsibilities include timekeeping, biweekly payroll, HR transactions, coordination of hiring process, scheduling and maintaining employee records in accordance with Michigan Medicine standards; administrative support including, calendars, communications, projects, reporting, tracking and trending key performance metrics. As part of the administrative team, provide back-up support to other team members as needed.
Provide administrative support to the ED Leadership team as it relates to completing all aspects of biweekly payroll for Adult Emergency Services (AES) technicians including timekeeping, verification of time accuracy in MPathways and Finance BI, employee follow-up, error troubleshooting and payroll corrections. Serve as back up for Clerical and Nursing payroll and scheduling.
Provide administrative support to the ED Leadership team as it relates to completing all aspects of four-week AES technician schedule development and implementation, including holiday and annual PTO selection and position control).
Provide administrative support to the ED administrative team reserving classrooms, and special projects.
Track staff turnover, budgeted/filled FTE, FMLA and leave of absences for AES technicians.
Provide administrative support for the ED Clerical leadership team, including the Clerical Manger, 2 Supervisors and Training Specialist.
Assist with all aspects of onboarding for new clerical staff.
Coordinate the performance evaluation process for assigned staff. Maintain time line to ensure evaluations are completed by due date, distributing evaluations 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.
Pre-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 all ED job families in compliance with TJC standards. Perform annual audits and report any issues/concerns to the responsible manager/director.
Prepare, develop, and maintain OneStaff reports such as attendance, activity, seniority and productivity for ED leadership.
Track compliance with licensures, certifications, TB screening, FIT testing, and flu screening for ED staff.
Manage orders and procurement of scrubs for all ED staff.
Provide support for the ED Recognition Program and manage Making a Difference Awards.
Access and update MLearning for required course enrollment, and required performance metrics (MLearning Mandatories) for ED staff. Create new class offerings as needed.
Update and maintain staff photos for ED staff for the department internal website.
Register/reimburse via Concur 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 ED leadership team including exercising judgement about setting priorities.
Coordinate and schedule the travel of the ED leadership team and staff, including hotel accommodations and conference registrations.
Review and distribute ED mail.
Assist with ongoing special projects as directed by the ED leadership team.
This position reports across multiple managers with primary report to the AES Nursing Services Director and ED Clerical Manager.
SUPERVISION EXERCISE: None
Four or more years of progressively complex administrative experience
Bachelor’s Degree in Business/HealthCare Administration or equivalent education and experience.
Demonstrated proficiency in the use of computers and software including Microsoft Office products (Word, Excel, PowerPoint, Outlook) as well as experience with database management and entry.
Excellent communication skills, strong facilitative interpersonal skills, and excellent problem-solving skills.
Demonstrated ability to handle and prioritize multiple projects and produce high-quality work in a timely, accurate and efficient manner.
Experience in handling items of a confidential nature.
Demonstrated ability to work effectively independently as well as in a team environment.
Experience with payroll.
Experience with HR/personnel processing.
Experience creating shift schedules, managing paid time off, availability and shift trade requests.
Knowledge of Michigan Medicine policies and procedures
Experience using MPathways (Peoplesoft)
Experience with OneStaff
Experience with web development and maintenance
Experience with HR/Personnel transactions
Completion of LEAN Healthcare course
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. This job may be removed from posting boards and filled anytime after the minimum posting period has ended.
The University of Michigan is an equal opportunity/affirmative action employer.
Internal Number: 172669
About University of Michigan - Ann Arbor
A great university is made so by its faculty and staff, and Michigan is recognized as one of the best universities to work for in the country. The Michigan culture is known for engaging faculty and staff in all facets of the university to create a workplace that is vibrant and stimulating.For two consecutive years, the Chronicle of Higher Education has placed U-M in its "Great Colleges to Work For" survey. In particular, the university earns high marks for strong relations between faculty and administrators, a collaborative system of governance, strong pay and benefits, and a healthy work/life balance.