Admin Specialist Senior

3 weeks ago

Ann Arbor, Michigan, United States University of Michigan Health System Full time
Job Summary

This position provides finance and administrative support to the CW Triad Executive office, as well as providing financial operations and administrative support within CW Administration. They will be the financial and operations contact for CW donor funds. The work involves the reconciliation and oversight for a range of accounts, coordination of payroll and all ePro requisitions. They will assist with the preparation of Concur reports and all monthly variance tracking. This position requires significant independent thinking, problem solving, and resolves issues/concerns from Donors, faculty and staff as the first point of contact for the COO for CW. This position has significant autonomy in relation to problem solving, reviewing, recommending, and supporting projects and programs under the direction of the COO.

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*

Financial Accounting - 60%
  • Process oversight for CW Administration (triad level) P-Card reconciliations, expense reports, purchase orders, non-PO vouchers and all other requisitions. This includes writing, reviewing, and submitting SOA's, financial reports, answer finance related questions from staff, faculty and procurement, process all PeoplePay requests, enter capital purchases, and no-PO vouchers with little to no oversight.
  • Manage all donor accounts and review all monthly finances for donor funds with the ACOO. Problem solve and reconcile accounts independently, prior to monthly reports. Prepare and review monthly reports for the ACOO on donor accounts. Contact external and internal resources as necessary during the review.
  • Manage, monitor, and process transactions, including journal entries and UDC. Problem solve and troubleshoot issues independently.
  • Process payment requests.
  • Prepare, edit, and update the annual Gap Analysis/internal controls questionnaires in MReports, and the annual COOP plan document.
  • Responsible for the monthly MAF report, editing, updating and providing to leadership.
  • Budget prep work, preparing and updating prior when receive from finance, before sending to triad, COO.
  • Process and approve all financial transactions for the Mott Golf, which often includes complicated Journal Entries.
  • Prepare and request all quotes into the QTO system for printing/promotional item orders for CW Hospitals.
  • Preparation of Concur (expense) reports; review Concur reports for approval.
  • Shortcode maintenance.
  • Special projects and ad-hoc financial reporting.
Operations/Administrative - 40%
  • Handle projects and assignments of a highly confidential and sensitive nature. Responds to high level internal and external customer's requests and contact. Answers with tact, diplomacy and using independent discretion in interactions with internal and external constituents, including the President's Office, Executive Officers, the community, patients, faculty, staff and major donors.
  • Provide back-up as needed to other members of the team, including occasional support for the Chief Clinical Officer and Chief Nursing Officer of CW.
  • Operational HITS point of contact and operational approval for computers, badges, keys, and department purchasing needs.
  • Operations Point of Contact and approval specialist for system access requests and administration, al for computers, badges, keys, and department purchasing needs.
  • Project management and administrative support for identified capital projects, community relations programs, and Hospital initiatives as assigned by the triad. Maintains support throughout the project.
  • Organize and assist with Leadership Town Halls and special events, as needed.
Other duties as assigned.

Required Qualifications*
  • Bachelor's degree in healthcare administration, finance or business or education/experience equivalent.
  • 3+ years of progressively responsible administrative experience in a healthcare or finance setting.
  • 5+ years of progressively responsible finance experience, specifically in capital projects, budget management and reconciliation.
  • Experience in project and/or program management.
  • Demonstrated ability to handle confidential information.
  • Experience interacting with executive level and or other high-level administrators.
Desired Qualifications*
  • Familiarity with UM accounting systems, policies and procedures, and/or payroll highly preferred.
  • Experience with queries and/or developing reports using Business Objects.
  • Strong attention to detail, accuracy, timeliness and sound organizational skills.
  • Excellent written and oral communication skills, including the ability to clearly and concisely communicate financial information to all levels of faculty and staff who may have varying degrees of financial knowledge.
  • The ability to work independently as well as in diverse teams.
  • Outstanding customer service.
  • Ability to work independently and as a collaborative team member.
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 .

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.

U-M EEO/AA Statement

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

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