The OPE Administrative Assistant is responsible for creating an engaging office environment and positive interactions with all visitors and staff. He/she works within University of Michigan policies and procedures to oversee the day-to-day administrative operations.
Oversee and manage office operations, events and administrative projects. Serve as initial point of contact for staff related to HR, financial, and administrative issues/questions.
Act as the office liaison with other departments in Michigan Medicine and at events
Partner with director and managers to plan for FY professional development and training needs.
Provide complex calendar management in support, exercising discretion and judgment to analyze and appropriately prioritize complicated and challenging schedules; respond to frequent changes in schedules; set priorities when there is a conflict; obtain information with regard to the meeting and provide background information needed for meetings.
Plan and prepare travel arrangements, including travel expense reimbursement.
Schedule and provide logistical support for meetings, workgroups, and webinars, including taking detailed minutes, drafting and disseminating materials
Plan and implement office moves, office renovations, furniture changes, telephone relocations, office equipment, computer equipment, building maintenance, property disposition and custodial issues.
Order and maintain office supplies.
Manage the office and storage space. Serve as unit liaison with building manager. Liaison to Security for badges, keys and access to our building and department, as well as any security issues that may arise. Manage unit parking pass.
Maintain and safeguard department records
Serve as office liaison to Purchasing and Finance to address initial concerns or respond to budget or financial process changes.
Monitor budget expenses on a monthly, quarterly and annual basis.
Process monthly financial reconciliation requirements.
Monitor and process monthly PCard purchases.
Track salary data and process annual employee salary program requirements.
Prepare and maintain vendor contracts, request for proposal (RFP) and purchasing order (PO) requirements.
Track gift card/recognition program according to SPG.
Manage the Online Access Request System (OARS).
Monitor, analyze and process monthly billing requirements. Address billing concerns with vendor(s).
Maintain effective internal controls for equipment inventory and process capital equipment requests.
Oversee the preparation, analysis, negotiation, and review of contracts related to purchasing materials, supplies, products, or services.
Serve as office liaison to HR related to employee questions and issues, including: FMLA, extended sick, Work Connection, performance planning, benefits, and compensation.
Coordinate retirements and succession planning.
Prepare job postings. Utilize U-M Human Resource Management systems, such as MPathways and eRecruit.
Coordinate and oversee employee hiring prescreening and testing
Develop new employee orientation plan and serve as the initial preceptor for onboarding.
Manage employee recognition initiatives.
Process timekeeping and payroll information
Coordinate annual performance evaluation process. Conduct in-service training to educate staff and increase employee engagement.
Organize and participate in engagement committee. Develop unit action goals and monitor progress.
Handle tuition reimbursement requests and make budget recommendations. Educate staff on tuition reimbursement policies.
Maintain employee personnel files and blue folders, auditing and reporting to Human Resource Management as required by the Joint Commission.
Monitor overtime and review gross pay registers for accuracy.
Monitor and provide reports for Paid Time Off and Paid Time Unscheduled balances.
Manage the contents on the intranet site, OPE newsletters, special projects as assigned, etc.
Support weekly status huddles
Create Qualtrics surveys for internal and external needs. Analyze data and present survey results.
4 years or more of related work experience.
General background and knowledge in accounting procedures and budget experience.
Experience in office management and handling a diverse set of administrative tasks.
Ability to understand and analyze financial data.
Ability to work in a self-directed, organized manner.
Excellent ability to effectively communicate warmly in both a verbal and written manner.
Excellent receptionist skills with strengths in displaying a warm telephone etiquette
Excellent computer software skills – Microsoft Office suite
Ability to show flexibility in response to change and accommodate new methods and procedures.
Knowledge of human resources concepts, practices, policies, and procedures.
Able to maintain confidentiality.
Knowledge of University of Michigan policies and procedures.
Personal Skills Requirements
Demonstrated ability to work effectively and respectfully with patients and families, staff, faculty and students from diverse backgrounds.
Flexible as it relates to schedule, responsibilities, and priorities.
Fast learner and great team player
Must be able to work on multiple projects and consistently meet project deadlines
Demonstrated organizational, analytical and problem-solving skills
Demonstrated ability to work effectively during a period of institutional change.
8 years or more of related work experience
Project coordination experience
Ability to function independently and applies independent judgment in a multi-task environment.
Proficient with Qualtrics survey software
Direction is received from the Director of Office of Patient Experience, Patient and Family Engagement
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 opportunity/affirmative action employer.
Internal Number: 182199
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.