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 department of Orthopaedic Surgery is looking for an administrative specialist to provide comprehensive administrative and project management support, applying significant knowledge of the principles, concepts and methods of event planning, calendar scheduling, payroll, staff and academic HR processing, credentialing, faculty academic support, and policy and procedure development. The UMHS market title for his position is Administrative Specialist Intermediate.
Design and implement approach to ensure HR policy and process compliance across the department by both faculty and staff:
Identify key University and Michigan Medicine HR policies / processes where there is inconsistent adherence in the department, such timekeeping, attendance, FMLA use, etc.; design approach to communicate, respond to questions about and ensure compliance within units
Ensure department compliance with all hybrid and remote working arrangements including the oversight for the annual renewal of agreements and subsequent uploads in MPathways
Support HR operations and faculty affairs through personnel-related projects:
Ensure faculty license and credentialing processes are maintained and help facilitate a department tracking system that openly communicates the process to all involved, including development and maintenance of faculty license renewal data base.
Oversee, including documentation, communication and tracking attendance / steps of extensive onboarding process for new faculty hires.
Work directly with departing staff and faculty to ensure all off-boarding requirements are met
Assist Business Manager with on-site faculty recruitment activities
Partern with Business Manager to develop faculty on-boarding materials
Support Chair and CDA with faculty evaluation process
With Chair and CDA guidance, lead faculty development program efforts
Work to ensure operational success by collaborating with CDA on various strategic initiatives:
Support departmental commitment to continuous improvement activities and principles through positive and respectful communication in all problem-solving and change processes.
Effectively and enthusiastically accept responsibility for new projects, duties, and opportunities as assigned by CDA, and brings them to implementation.
Plan and implement annual faculty retreat
In partnership with faculty lead for diversity and inclusion, support DE&I initiatives
In partnership with faculty lead for wellness, staff and support the wellness committee
Develop and maintain department Org charts
Oversee planning and execution of annual Staff/faculty Appreciation event, including identifying recipient of the Eddie Phillips Award.
Manage personnel related space and equipment tracking:
Develop and maintain the department's registry of equipment for both on-site and remote working arrangements
Collect and report for department space management data
Provide faculty (2) academic support, including, but not limited to:
Assist with travel planning and expense reimbursements
Track/monitor CMEs, license and professional membership renewals
Event planning - Annual Path Day
Resident Education support as needed (Grand Rounds, Journal Club)
Maintain knowledge of HRO principles and use these skills in daily work.
Contribute to a positive and inclusive work community by building trusting partnerships with colleagues and working with a sense of ownership for outcomes.
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.
Consistently exhibit active listening skills, value feedback, and a commitment to learning from the perspectives of others.
Bachelor's degree in Public Administration, Healthcare, Business or similar field and three years of directly related experience OR Associates degree and five years of directly related experience.
At least 2 years of of experience providing detailed administrative support and calendaring for faculty
Working knowledge of academic appointments and credentialing policies
Working knowledge of staff HR and payroll
Demonstrated ability to exercise judgement and handle issues of a confidential or sensitive nature
Excellent verbal and written communication skills
Excellent organizational and multi-tasking skills including attention to detail, prioritzation, and tracking
Ability to be flexible and adapt to change in a positive manner
Proficiency in information technology skills (including Microsoft Office suite, email, calendar managment, spreadsheets, teams) with a proven record of effectively learning and utilizing new computer systems and software
Knowledge of University policies and procedures
Prior experience working with faculty and leadership in an academic environment
This position is eligible for consideration of a hybrid remote work arrangement.
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.
The University of Michigan is an equal opportunity/affirmative action employer.
U-M COVID-19 Vaccination Policy
COVID-19 vaccinations, including boosters when eligible, are required for all University of Michigan students, faculty and staff across all campuses, including Michigan Medicine. This includes those working remotely. More information on this new policy is available on the Campus Blueprint website or the UM-Dearborn and UM-Flint websites.
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.