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.
The Division of Pediatric Neurology at the University of Michigan Health System brings together the expertise and specialized skills of a multidisciplinary staff devoted to promoting optimal care for infants, children and adolescents with neurological problems. The primary mission of the clinic is to partner with our doctors, nurses and other providers to deliver excellent care and customer service. We are seeking a compassionate, enthusiastic, and self-driven Administrative Assistant. This individual will share our priorities which include: high quality medical care, excellent customer service, safety of staff and patients, efficiency, employee satisfaction, stewardship of resources and the ideal experience for our patients, families and employees.
- This position will provide support for the Pediatric Neurology Division, as well as the Pediatric Epilepsy Program within the division. Responsibilities include:
- Maintain division Qgenda calendar; assign faculty coverage for various assignments, update time off and coordinate clinic closures, resident and student rotation schedules.
- Administrative Support to Faculty; manage outlook calendars, schedule meetings, and assist w/general calendar coordination.
- Maintain inventory of office and patient supplies
- Coordinate with Facilities on maintenance and building issues
- Assist faculty with preparation of travel; booking flights; booking hotel rooms; registration for meetings and preparation of reimbursement reports in accordance with UM and departmental policies and procedures using the concur University of Michigan travel and accounting system.
- Under direction of Administrative Manager and Division Administrator, create and monitor job postings, submit job offers, and process necessary new hire documents.
- Pcard reconciliation for clinical supply orders and management of division purchases, including processing procurement transactions.
- Manage pediatric neurology office mail
- Co-host onsite faculty/resident recruitment
- Assist with employee and faculty onboarding as needed
- Assist with CME details for weekly/monthly meetings
- Provide phone coverage for EEG patient calls as needed.
- Provide administrative support for faculty peer review committees, including preparing charts and managing data distribution via Qualtrics
- Perform other related duties as assigned
Supervision: This role reports to the Administrative Manager of the Pediatric EEG lab, with functional supervisor from the Division Administrator of Pediatric Neurology
- Typically requires a high school education or equivalent and two to four years of experience
- High School diploma or an equivalent combination of education and experience is necessary.
- Solid understanding of computer systems and Microsoft Office applications.
- Strong interpersonal and communication skills are necessary.
- Demonstrated active listening, written, verbal and information technology skills.
- Ability to manage stress effectively.
- Strong organizational skills are necessary.
- Ability to work collaboratively and seamlessly as an integral member of the team as well as ability to work independently.
- 2-3 years of experience within a large, complex healthcare system.
- Experience with pediatric population.
- Experience working with faculty and communicating with diverse groups.
- Proficiency in Medical Terminology.
- Previous experience with MiChart/Epic Systems, Concur, and Wolverine Access
- Responds positively to change, showing willingness to learn new ways to accomplish work.
- Knowledge of University policies and procedures.
This is a full time, hybrid position with 2-3 days working remotely, 8am-5pm. A hybrid schedule of four 10-hour shifts/week may be possible and is at the discretion of the hiring manager, to be discussed pending a candidate offer.
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.
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. 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.
The University of Michigan is an equal opportunity/affirmative action employer.
