Job Description

Job Summary
Michigan Medicine is seeking an Administrative Assistant Senior for Ambulatory Care.

Responsibilities*
Administrative support

Potential to assist with Payroll questions, tracking of reports as needed (PTU, PTO, FMLA, etc.)
Manage complex calendars.
Manage administrative processes such as Blue Folders, Performance Valuations, email distribution lists, documents, staff contact lists, etc.

PTO requests/PTO Rounds
Draft correspondence and documents, PowerPoint presentations and Excel spreadsheets.
Manage email group, paging groups, shared drives, etc.
Troubleshoot various system issues.
Provide coverage for other administrative support staff within the UMMG Administrative Support Team.

Perform an assigned set of suite duties such as supply ordering, miscellaneous vendor liaison, etc.

Support leadership meetings as necessary, e.g. agendas, minutes, etc.
Support the Ambulatory Care Nursing leadership meeting monthly, including agendas, minutes, scheduling meetings, partnering to manage the ACNL SharePoint, etc.
Support Annual Nursing Educational Fair
Perform other duties as directed.
Reports

Record data in reporting systems
Prepare process concur/expense reports, and hosting reports, process requests for supplies and services, follow up on orders.
EMR reporting workbench (create, run and maintain reports in collaboration with manager)
Assist leaders as directed with incident reports, financial reports, progress reports, patient letters, business reports, PTU, and other required deliverables.
Supply management

Supply inventory management
Order equipment
Place orders through approved vendors
Review delivery packing slips to ensure accuracy
Reconcile statement of activity against supply orders.
HR and Physical Space Management

Assist leaders with HR related duties
Post job openings
Coordinate interviews
Assist with onboarding access and equipment needs
Anticipate the needs of those being directly supported.
Assist manager in review of the safety of physical space.
Handle administrative matters which may be of a confidential nature with the upmost level of discretion.
Miscellaneous - Other duties as assigned.



Required Qualifications*
A high school diploma or equivalent
4+ years of experience in an administrative support capacity
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and comfort with additional platforms such as Google Workspace, databases, and calendar management systems.
Excellent verbal, written and interpersonal skills, including the use of closed-loop communication to ensure accuracy and clarify.
A strong customer service orientation, demonstrating professionalism and responsiveness in all interactions.
Proven ability to produce high quality, error free correspondence and documentation.
Strong organizational and time management skills, with the ability to prioritize multiple tasks, maintain focus, and follow through reliably in a fast paced environment.
Demonstrated flexibility and adaptability, including the ability to shift priorities, manage frequent interruptions, and reorganize work based on rapidly changing needs.


Desired Qualifications*
Associate degree in liberal Arts, Communications, IT or equivalent degree.
Knowledge of Michigan Medicine policies and procedures.
Working in healthcare or Ambulatory care experience
Knowledge of UM-Clinical Ambulatory Care structure, processes, and procedures.
Demonstrated ability to work effectively with individuals and groups from a variety of identities, culture, backgrounds, ideologies, including personal and social identities.
Experience with EPIC or MiChart.
Strong interpersonal skills and ability to successfully work with all job classes.
Excellent organizational, time-management and multi-tasking skills with a keen ability to pay attention to all details.
Must possess demonstrated ability to take initiative, work independently, prioritize, manage multiple assignments, and follow through on job responsibilities.
Demonstrates ability to collaborate with others in a team environment, display leadership through problem solving and the initiative to advance knowledge.
Discretion and judgement regarding sensitive and confidential matters.
Strong critical thinking and problem-solving skills.

Demonstrated ability to act in a professional