Admin Asst Assoc Healthcare

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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.

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.

Why Work at Michigan?

Being part of something greater, of serving a larger mission of discovery and care — that’s the heart of what drives people to work at Michigan. In some way, great or small, every person here helps to advance this world-class institution. It’s adding a purpose to your profession. Work at Michigan and become a victor for the greater good.

Why Join Michigan Medicine?

Michigan Medicine is one of the largest health care complexes in the world and has been the site of many groundbreaking medical and technological advancements since the opening of the U-M Medical School in 1850. Michigan Medicine is comprised of over 30,000 employees and our vision is to attract, inspire, and develop outstanding people in medicine, sciences, and healthcare to become one of the world’s most distinguished academic health systems.  In some way, great or small, every person here helps to advance this world-class institution. Work at Michigan Medicine and become a victor for the greater good.

What Benefits can you Look Forward to?

• Excellent medical, dental and vision coverage effective on your very first day
• 2:1 Match on retirement savings

Responsibilities*

Silver Club Memory Programs is on one of the Geriatrics Community Programs located at the Turner Senior Resource Center (2401 Plymouth Rd). Silver Club provides activities and socialization for individuals with mild to moderate dementia. We are looking for someone to join our team with Administrative skills and desire to work with older adults with dementia and their families.

• Will assist Program Staff Team as needed with: Safety and well-being of Silver Club participants, including personal care in as needed situations.
• Preparation and serving daily meal; cleaning kitchen as needed.
• Set up and cleanup of program space as needed.
• Provide backup (to staff) in implementing activities/programs for participants.
• Triage incoming calls for urgency and route to appropriate person.
• Answer incoming calls, transfer calls and take messages.
• Provide information about Silver Club to potential members and their families, which includes explaining the intake process and sending appropriate paperwork.
• Assist with preparation of materials such as intake folders, nametags, and educational/marketing information.
• Maintain and edit membership information which includes membership lists, emergency contact information, and attendance sheets. Update participant charts to ensure that information is up to date (release of information forms, yearly updates etc).
• Under direct supervision, provides general administrative support to a department or group of professionals.
• Compiles and analyzes basic information for inclusion in reports or presentation materials, prepares charts, graphs, or tables as necessary.
• Receives and responds to routine correspondence following established procedures not requiring management review.
• Requires the ability to exercise independent judgment and employ basic reasoning skills.
• Receptionist for Silver Club.
• Review and disseminate mail; compose responses for routine requests.
• Maintain mailing lists and complete scheduled mailings.
• Copy/distribute materials.
• Assist with preparation of materials for programs.
• Maintain program staff schedules, a master schedule of project/funder due dates.
• Schedule and arrange staff/committee meetings.
• Order office supplies, business cards, letterhead etc.
• Make trips to local stores to purchase items for member activities.
• Assist with special projects, event planning and coordination as assigned.
• Train and provide functional supervision to volunteers, student interns and work study students providing reception and administrative support.
• Monitor and order office and program supplies within budget.
• Assist with preparation of program, marketing and fundraising materials.
• Process new/updated member registrations.
• Prepare purchase order requests and identify appropriate vendors as needed.
• Complete administrative financial tasks such as Pcard reports in Concur; processing purchase orders/invoices, non-PO vouchers, vendor set up, and assist with journal entries.
• Track revenues and expenses; monitor budgeted expenditures within prescribed parameters, analyze and report monthly.
• Prepare all participant invoicing.
• Assist with collection and preparation of operating and funder reports, such as time and attendance records, budget distribution, including tracking of funds available, and submission of request for changes.
• Process additional pay using PeoplePay.
• Acknowledge and record all gifts and fundraising income.
• Send donor gifts to Development; review weekly development reports for gifts to the unit and prepare letters.
• Secure passwords/authorizations for staff and interns for computer and email access.
• Authorize phone repair/service charges.
• Assist staff with problems in use of authorized software.
• Input service, patient and volunteer data into various databases.
• Collect, compile, sort and retrieve information using various databases and university reporting mechanisms to meet reporting requirements and other needs of the unit.

Other duties may include the following:

• Participate in departmental teams and meetings. Maintain safe environments for participants/staff/volunteers.

Required Qualifications*

• High School Diploma or equivalent
• Less than 2 years administrative experience.
• Personal vehicle necessary to transport meals from Silver Club to University of Michigan hospital. Position requires lifting 2- 10lb bags and transporting them.

Desired Qualifications*

• Associates degree or higher
• Experience working with older adults

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.

U-M COVID-19 Vaccination Policy

COVID-19 vaccinations, including one booster when eligible , are required for all University of Michigan students, faculty and staff across all campuses, including Michigan Medicine.  This includes those working remotely and temporary workers.   More information on this new policy is available on the U-M Health Response website or the UM-Dearborn and UM-Flint websites.