Admin Manager Assoc Healthcare

Summary

The Department of Internal Medicine Chairs office is currently seeking a full time manager for this important office; this role will provide high level complex administrative management support to the departments leaders, their key departmental initiatives and their team of administrative professionals.

Imperative to the success of the person in this role is the ability to proactively work with departmental leadership and their administrative team to ensure administrative support needs are met while appropriately maintaining confidentiality, autonomy, and professionalism. The successful person will be there to help problem solve, stay connected and organized while removing project burden from the administrative team allowing them to be successful in their executive assistant support.

We are looking for a hands-on person who can maintain a keen line of sight to the needs of all leaders within the Chairs Office and provide support as needed to the leaders and their team of three administrative professionals. The ideal candidate is comfortable and well versed with technology and independent work.

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.

Who We Are

The Department of Internal Medicine has a long tradition of excellence in the tripartite mission of academia: education, research, and patient care. Our faculty members are among the best in the nation and represent a wide array of expertise extending from physician scientists involved in state-of-the-art biomedical investigation to master clinicians who are world renowned for their clinical expertise to the most skilled and sought after teachers, who teach the futures leaders and best.

The Department of Internal Medicine is the largest department within the Medical School at the University of Michigan with 13 divisions and over 1000 faculty. The Chairs office supports the Chair, Executive Vice Chair, Vice Chairs, and the Chief Administrative Officer (CAO).

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 worlds 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

Manage, supervise and mentor a team of administrative support personnel for the Department Chair, Associate Chairs, and Chief Department Administrator. This includes, but is not limited to:

• Recruiting and hiring qualified staff members, when necessary
• Managing employee performance, including clarifying expectations for improvement, coaching, discipline and if necessary, terminations
• Managing staff schedules
• Assigning, managing, and evaluating staff workload
• Providing training as needed
• Preparing staff performance plans and annual reviews
• Time keeping and timesheet approvals
• Serving as backup for staff
  

Responsible for the management and execution of all annual departmental events/projects.

Events:

• Faculty Awards (PROM)
• Staff Awards (Employee Celebration)
• Early Career Endowment Award (includes nomination process and award presentation)
• Clinical Excellence Society (includes member nomination, induction and dinner, and officer support)
• Operation Opportunity
• Women in Leadership Summit
• Assist with the Research Symposium

Projects:

• Division Internal Reviews by supporting the Chair of the committee with scheduling, meeting preparation or other requests needed to perform the review.
• Annual Report (Development of theme, finances, faculty contacts, photos, etc.)
• Continuity of Operations and related fan out plans.
• Grand Rounds
• Develop and maintain departmental org chart.
• Expense management for the Chairs office - Overseeing financials such as Statement of Activity, PCards and Concur expense reporting
• Lead point of contact for the departmental newsletter
• Ensure appropriate file maintenance.
• Documentation of Standard Operating Procedures
• Physician & Clinical Directory update
• Maintain departmental email groups.

Responsible for any other duties as assigned.

Supervision Received:

This position reports to the Director of Administrative Operations. Input and direction is also received from the Chair, Associate Chairs, and CDA. Independent judgment and discretion in the execution of responsibilities are exercised.

Supervision Exercised:

This position supervises a team of administrative support personnel.

Required Qualifications

• Bachelors degree in a business or related field or associate degree with at least 5 years of related experience
• Ability to effectively lead teams. Demonstrated history of excellent management skills.
• Proficiency in the use of computers and software including Microsoft Office products (Word, Excel, PowerPoint, Outlook)
• Competency in transcription, proofreading and editing.
• Excellent verbal and written interpersonal skills.
• Skilled in organization and attention to details
• Keen focus and priority on customer service
• Demonstrated ability to handle multiple items simultaneously and produce high-quality work in a timely, accurate and efficient manner.
• Experience in handling items of a confidential nature efficiently and professionally
• Ability to work in a team environment and build trust with colleagues, staff, and faculty.
• Work independently and self-initiated

Desired Qualifications*

• Knowledge of University and Department of Internal Medicine policies, procedures, and regulations
• Knowledge of University systems including M-CV, Concur, End Note, M-Pathways, with the ability to write and run queries.
• Exposure to publication processes such as newsletters, annual reports, etc.
• Experience providing support to senior level faculty and/or department administrators.
• Lean training and involvement in continuous process improvement projects
• Previous supervisory experience

Work Schedule

40 hours per week, Monday through Friday, flexible hours. This position requires on-site work.

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.

U-M EEO/AA Statement

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

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