Provide administrative assistance to Health Center Manager and Medical Director with some administrative assistance provided to other staff
Provide general administrative assistance support with excellent attention to detail and the ability to prioritize and meet deadlines in a timely fashion. Schedule meetings, prepare agendas, communicate with attendees, type correspondence, prepare reports and presentations. Assist with the creation of clinic forms, etc.
Complete non-PO vouchers and travel reimbursements using Concur; reconcile P-card statements; reconcile monthly SOA); Each month gather all receipts for the entire dept. (meds, supplies, etc.) plus all the receipts from the p-card. Run the statement of activity report for both Occupational Health accounts and assure everything is accounted for.
Coordinate with department finance team and IT support (for computers, phones, etc.) to order supplies and equipment for the clinic via Wolverine Access Market site, university departments or other vendors as needed. Assure supplies are needed and cost-effective (prepare appropriate rationale as necessary). Monitor inventory with the assistance of clinic staff to ensure we have proper supplies for the clinic to run smoothly.
Assist OHS staff with travel arrangements; keep track of the continuing education funds.
Generate quarterly reports from the OHS Information System (Agility) for Work Connections/workers comp reimbursement of patient supplies given at work injury clinic visits
Run reports in Agility for the charges for supplies and services. Make sure we are billing the correct prices to be reimbursed. Update the cost in Agility. Send the completed sheet to Work Connections to reimburse the clinic for the charges.
In collaboration with providers and patient services lead, develop monthly provider schedule. Ensure we have proper coverage and block off the providers’ schedules in MiChart. Coordinate with Michart to make changes and create templates for the providers’ schedules. Reschedule appointments for providers, when their schedule changes, (e.g. moving patients to another provider or another day).
Support the OHS leadership in handling highly sensitive and confidential personnel and patient matters
With the direction and support of the clinic manager and medical director, respond to various inquiries and communications with all different levels of confidentiality.
Prep and maintain all employee personnel (blue) folders, filing both in the folders and the HR personnel files as appropriate.
Report all maintenance and alteration needs within OHS space and assist with any space changes or preparation of workspace for staff.
Write all reports for maintenance to be performed and keep track of all the work orders.
Keep track and request quotes for work to be done.
Complete annual UHMS space survey
Plan staff meetings and events as directed by Clinic Manager and Medical Director.
Monitor and assist in setting up staff training
Check on all staff’s Mlearning to ensure that all staff are current and up to date with the hospital policy.
Schedule new staff for MiChart training
Provide backup support to the front desk staff as necessary during significant absences
Provide backup support to the compliance coordinator as necessary (e.g. enter all the necessary documentation for the federal government Department of Transportation).
Coordinate the annual house officer/fellows/clerkship (M-3) new employee health assessment program with various departments (GME, etc.) for all incoming house officers, fellows and M-3s. Ensure all the proper paperwork is in and completed with a medical record number.
Other duties as assigned by Clinic Manager
Two – four years of progressive administrative experience
Proficient computer skills are essential, must be well versed in Microsoft Word, Excel, Powerpoint, Wolverine Access, and M-Pathways experience and demonstrate accuracy in typing and data entry
Demonstrated ability to be highly organized with attention to details, ability to set and adjust priorities.
Excellent interpersonal skills and verbal and written communication skills
Ability to prioritize work, meet deadlines and successfully work as a team member.
Must present a professional appearance and demeanor and have an excellent attendance history.
Knowledge of the University policies and procedures preferred
8 am - 5 pm
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.
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: 163851
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.