Administrative Assistant Senior / Inter / Assoc - Ann Arbor

Summary

The Administrative Assistant Senior position provides administrative support to the Department of Spiritual Care at Michigan Medicine, including both our clinical service and our educational program. This includes tasks related to customer service, scheduling, finances, human resources, student orientation, annual reports and accreditation processes, and design of materials. As such, this position requires excellent communication and people skills as well as a strong ability to learn and utilize computer programs. The position also requires teamwork, careful attention to detail, and an ability to prioritize and be flexible.

Why Join the Department of Spiritual Care team?

As a member of this team, you will play a vital role in ensuring patients, families, and staff of Michigan Medicine receive excellent spiritual care. You will join a diverse and growing team of innovative and passionate chaplains and educators as we continue to promote spiritual wellness throughout Michigan Medicine. You will help maintain a culture of hospitality, teamwork, and care throughout our department and beyond.

The Department of Spiritual Care strives to foster an environment of respect, diversity and inclusion; a place where every person feels valued and can thrive.

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*

• Maintain complex calendars and coordinate meetings including exercising judgment on setting priorities for effective use of time and responding to frequent changes in scheduling
• Triage phone, email, and in person inquiries including from patients and families, community members, faculty and staff, and potential students or volunteers
• Oversee student application process including recruiting, tracking applicants, communicating with applicants, setting up interviews, and onboarding new students
• Maintain proper documentation for student program including accreditation and financial/reimbursement requirements
• Assist department leadership with routine personnel work including reviewing and approving timesheets, onboarding/offboarding staff and students, and maintaining clinical metrics data
• Process payments and donations; submit Concur expense reports
• Purchase office supplies, equipment, and related services
• Liaise with environmental services, maintenance, and other central support teams as needed
• Provide administrative support for 2 annual memorial services and other departmental programs/projects as assigned
• Demonstrate initiative, independent judgment, diplomacy, follow-through, and a service-oriented attitude in providing general administrative support, including excellent attention to detail and the ability to prioritize and meet deadlines in a timely fashion
• Other tasks as assigned

Required Qualifications*

Senior - High school graduate or equivalent and minimum of four years progressively complex administrative experience.

Intermediate - High school education or equivalent and two to four years progressively complex administrative experience.

Associate - High school education or equivalent and less than two years of experience.

Desired Qualifications*

• Excellent verbal and written communication
• Strong customer service focus
• Excellent organizational and multi-tasking skills
• Ability to work independently and regularly exercise judgment in setting priorities, problem-solving, and follow through
• Excellent interpersonal skills and the ability to work collaboratively with others in a diverse team setting.
• Ability to compose and produce professional correspondence
• Proficiency with Word, Excel, Power Point and Access
• Basic email and calendaring system skills and have reasonable knowledge of university policies, procedures, and software
• Comfortable interacting with patients and families in stressful situations.

Work Schedule

This is a permanent, full-time position. The typical schedule is Monday-Friday with start and end times 8:00-4:30 or 8:30-5:00.

Work Locations

Michigan Medicine, 1500 E. Medical Center Drive, Ann Arbor, MI 48109

Underfill Statement

This position may be underfilled at a lower classification depending on the qualifications of the selected candidate.

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. This job may be removed from posting boards and filled any time after the minimum posting period has ended.

U-M EEO/AA Statement

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