Admin Specialist Inter Health - University of Michigan
Ann Arbor, MI
About the Job
Admin Specialist Inter Health
Apply Now
How to Apply
A cover letter is required for consideration for this position and should be attached as the first page of your resume. The cover letter should address your specific interest in the position and outline skills and experience that directly relate to this position.
Job Summary
The Administrative Specialist provides comprehensive administrative support and project management for Adult Emergency Nursing Services, applying significant knowledge of the principles, concepts, and methods of budgeting, scheduling, payroll, HR processing, and policy and procedure development. The UMHS market title for this position is Administrative Specialist Intermediate.
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.
Responsibilities*
Oversee and provide high-level administrative support and assistance to Adult Emergency Services (AES) Nursing leadership and staff including but not limited to:
1. Provide guidance to and act as a resource and back up for the AES Nursing Administrative Specialist Associates.
2. Timekeeping and payroll:
1. Review, report, and maintain timekeeping and payroll records for AES nursing staff in compliance with all labor laws and Michigan Medicine (MM) policies and practices.
2. Oversee the review and reconciliation of biweekly pay gross pay register.
3. Facilitate training and serve as a resource to the AES administrative team for nursing contract, HR guidelines, time reporting and payroll processes.
4. Assess and resolve nursing/tech issues related to payroll, scheduling, and HR processes
3. Coordinate the hiring, orientation, and onboarding process to include all AES Nursing and Emergency Department Technicians, as well as bi-annual Graduate Nursing Internship.
4. Facilitate approval for posting, create job posting, offer, and assist the AES Nurse Educators as needed to ensure optimal experience for incoming staff.
5. Create and maintain employee personnel files to ensure compliance with MM blue folder requirements and Joint Commission standards.
6. Oversee the processing of all AES nursing HR transactions (PARs, additional pay, tuition support). Track the status throughout the various processes and ensure appropriate follow-up when indicated.
7. Oversee/complete the required documentation for all applicable leaves of absences, maternity, and parental leaves, and FMLA documentation in collaboration with AES nursing leadership, HR Solutions Center, and Work Connections.
8. Serve as AES Nursing Services liaison with Occupational Health Service to ensure AES nursing and tech staff meet MM requirements.
9. Manages the development, distribution, and results reporting for surveys needed by AES nursing leadership.
10. Oversee the utilization of technology to create and maintain AES nursing related lists and tracking systems for professional license expirations, seniority, employee contact information, certifications, HR transactions, attendance, etc.
11. Maintain and ensure the accuracy of the staffing grids and FTE records to optimize workforce management and efficiency.
12. Actively evaluate current administrative processes, identify options and action plan to improve workflows.
13. Generate reports and queries from MM information systems related to nursing expense, attendance, scheduling, or other nursing related ad hoc reports. Based on analysis, identify gaps and create plan to address concerns. Implement plan after review with AES Clinical Nursing Director.
Other Related Duties
1. Assure all administrative tasks and duties comply with MM and AES procedures, standards, and expectations.
2. Support AES commitment to continuous improvement activities and principles through positive and respectful communication in all problem-solving and change processes.
3. Effectively and enthusiastically accept responsibility for new projects, duties, and opportunities as assigned by the AES Clinical Nursing Director and brings them to implementation.
4. Maintain knowledge of HRO principles and use these skills in daily work.
5. Contribute to a positive and inclusive work community by building trusting partnerships with colleagues and working with a sense of ownership for outcomes.
6. Exhibit a commitment to diversity, equity, and inclusion in daily work activities. Continuously interact with respect, professionalism, and in a manner where individuals feel their perspectives are welcome.
7. Consistently exhibit active listening skills, value feedback, and a commitment to learning from the perspectives of others.
Supervision Received
Direct supervision is received from AES Clinical Nursing Director. Staff member is expected to exercise independent judgment in the execution of responsibilities as established in the framework of AES policies and regulations.
Required Qualifications*
1. Bachelor's degree in Healthcare Administration, Business, or related field.
2. Five years' experience in an administrative role with progressive responsibility and project management responsibility.
3. Highly developed organizational and time management skills, along with experience and competence in utilizing and leveraging technology.
4. Excellent organizational and multi-tasking skills including attention to detail, prioritization, and tracking.
5. Demonstrated effective written and verbal communication, interpersonal, and conflict management skills.
6. Ability to multi-task, be flexible, and adapt to change in a positive manner.
7. Proficiency in information technology skills (including Microsoft Office suite, email, calendar management, Zoom, spreadsheets, etc.) with a proven record of effectively learning and utilizing new computer systems and software.
Desired Qualifications*
1. Two years of formal supervisory experience.
2. Experience with Google Apps, Microsoft Office Applications, Wolverine Access/MPathways, Human Resource Management System, Finance BI, OneStaff, MNA Contract, and Cornerstone.
3. Working knowledge of MM policy and procedures.
Work Schedule
+ 40 Hours-Day Shift
+ Monday-Friday
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 thework modes (https://hr.umich.edu/working-u-m/my-employment/ways-we-work-resource-center/ways-we-work-implementation-group/modes-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.
Job Detail
Job Opening ID
255796
Working Title
Admin Specialist Inter Health
Job Title
Admin Specialist Inter Health
Work Location
Michigan Medicine - Ann Arbor
Ann Arbor, MI
Modes of Work
Onsite
Full/Part Time
Full-Time
Regular/Temporary
Regular
FLSA Status
Exempt
Organizational Group
Um Hospital
Department
MM Adult Emergency Services
Posting Begin/End Date
10/17/2024 - 10/24/2024
Career Interest
Administration
Apply Now
Apply Now
How to Apply
A cover letter is required for consideration for this position and should be attached as the first page of your resume. The cover letter should address your specific interest in the position and outline skills and experience that directly relate to this position.
Job Summary
The Administrative Specialist provides comprehensive administrative support and project management for Adult Emergency Nursing Services, applying significant knowledge of the principles, concepts, and methods of budgeting, scheduling, payroll, HR processing, and policy and procedure development. The UMHS market title for this position is Administrative Specialist Intermediate.
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.
Responsibilities*
Oversee and provide high-level administrative support and assistance to Adult Emergency Services (AES) Nursing leadership and staff including but not limited to:
1. Provide guidance to and act as a resource and back up for the AES Nursing Administrative Specialist Associates.
2. Timekeeping and payroll:
1. Review, report, and maintain timekeeping and payroll records for AES nursing staff in compliance with all labor laws and Michigan Medicine (MM) policies and practices.
2. Oversee the review and reconciliation of biweekly pay gross pay register.
3. Facilitate training and serve as a resource to the AES administrative team for nursing contract, HR guidelines, time reporting and payroll processes.
4. Assess and resolve nursing/tech issues related to payroll, scheduling, and HR processes
3. Coordinate the hiring, orientation, and onboarding process to include all AES Nursing and Emergency Department Technicians, as well as bi-annual Graduate Nursing Internship.
4. Facilitate approval for posting, create job posting, offer, and assist the AES Nurse Educators as needed to ensure optimal experience for incoming staff.
5. Create and maintain employee personnel files to ensure compliance with MM blue folder requirements and Joint Commission standards.
6. Oversee the processing of all AES nursing HR transactions (PARs, additional pay, tuition support). Track the status throughout the various processes and ensure appropriate follow-up when indicated.
7. Oversee/complete the required documentation for all applicable leaves of absences, maternity, and parental leaves, and FMLA documentation in collaboration with AES nursing leadership, HR Solutions Center, and Work Connections.
8. Serve as AES Nursing Services liaison with Occupational Health Service to ensure AES nursing and tech staff meet MM requirements.
9. Manages the development, distribution, and results reporting for surveys needed by AES nursing leadership.
10. Oversee the utilization of technology to create and maintain AES nursing related lists and tracking systems for professional license expirations, seniority, employee contact information, certifications, HR transactions, attendance, etc.
11. Maintain and ensure the accuracy of the staffing grids and FTE records to optimize workforce management and efficiency.
12. Actively evaluate current administrative processes, identify options and action plan to improve workflows.
13. Generate reports and queries from MM information systems related to nursing expense, attendance, scheduling, or other nursing related ad hoc reports. Based on analysis, identify gaps and create plan to address concerns. Implement plan after review with AES Clinical Nursing Director.
Other Related Duties
1. Assure all administrative tasks and duties comply with MM and AES procedures, standards, and expectations.
2. Support AES commitment to continuous improvement activities and principles through positive and respectful communication in all problem-solving and change processes.
3. Effectively and enthusiastically accept responsibility for new projects, duties, and opportunities as assigned by the AES Clinical Nursing Director and brings them to implementation.
4. Maintain knowledge of HRO principles and use these skills in daily work.
5. Contribute to a positive and inclusive work community by building trusting partnerships with colleagues and working with a sense of ownership for outcomes.
6. Exhibit a commitment to diversity, equity, and inclusion in daily work activities. Continuously interact with respect, professionalism, and in a manner where individuals feel their perspectives are welcome.
7. Consistently exhibit active listening skills, value feedback, and a commitment to learning from the perspectives of others.
Supervision Received
Direct supervision is received from AES Clinical Nursing Director. Staff member is expected to exercise independent judgment in the execution of responsibilities as established in the framework of AES policies and regulations.
Required Qualifications*
1. Bachelor's degree in Healthcare Administration, Business, or related field.
2. Five years' experience in an administrative role with progressive responsibility and project management responsibility.
3. Highly developed organizational and time management skills, along with experience and competence in utilizing and leveraging technology.
4. Excellent organizational and multi-tasking skills including attention to detail, prioritization, and tracking.
5. Demonstrated effective written and verbal communication, interpersonal, and conflict management skills.
6. Ability to multi-task, be flexible, and adapt to change in a positive manner.
7. Proficiency in information technology skills (including Microsoft Office suite, email, calendar management, Zoom, spreadsheets, etc.) with a proven record of effectively learning and utilizing new computer systems and software.
Desired Qualifications*
1. Two years of formal supervisory experience.
2. Experience with Google Apps, Microsoft Office Applications, Wolverine Access/MPathways, Human Resource Management System, Finance BI, OneStaff, MNA Contract, and Cornerstone.
3. Working knowledge of MM policy and procedures.
Work Schedule
+ 40 Hours-Day Shift
+ Monday-Friday
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 thework modes (https://hr.umich.edu/working-u-m/my-employment/ways-we-work-resource-center/ways-we-work-implementation-group/modes-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.
Job Detail
Job Opening ID
255796
Working Title
Admin Specialist Inter Health
Job Title
Admin Specialist Inter Health
Work Location
Michigan Medicine - Ann Arbor
Ann Arbor, MI
Modes of Work
Onsite
Full/Part Time
Full-Time
Regular/Temporary
Regular
FLSA Status
Exempt
Organizational Group
Um Hospital
Department
MM Adult Emergency Services
Posting Begin/End Date
10/17/2024 - 10/24/2024
Career Interest
Administration
Apply Now
Source : University of Michigan
