To provide professional administrative services in the Michigan Dialysis Outpatient Clinic. Works under general supervision to perform work that is varied, where problems are complex and problem solving approach is less prescribed. Uses prior experience and education to apply a broader knowledge and skill set to one’s work. Independent decisions are made within the scope of responsibility.
General and functional supervision is received from Clinical Nursing Director (CND), Clinical Nursing Supervisor and Medical Director.
Support department leadership, medical director and CND as an internal resource for operational activities as well as manage small to medium sized projects.
To provide expertise and support in completing non-patient care tasks including but not limited to time reporting, time keeping, personnel, financial and clinical management.
Manage complex calendar issues, including coordinating meetings, both internal and external, with customers and vendors.
Remain compliant with Renal Research Institute (RRI) and Michigan Medicine (MM) competencies.
Unit Based Timekeeper
Assist with preparing ancillary and nursing schedules in accordance with UMPNC using OneStaff program.
Prepare and submit bi-weekly and monthly nursing and ancillary staff payroll using the OneStaff program and Wolverine access in accordance with UMPNC and MM guidelines.
Support staff in resolving and troubleshooting all payroll discrepancies and issues.
Maintain and reconcile Gross Pay Registers, make adjustments as necessary and timely follow-up with staff involved, adhering to UM Policies and Procedures.
Monitor and reconcile PTO and FMLA records.
Attend timekeeper meetings and classes.
Assist with Unit Based Administration
Provide general office support including copying, organizing and distributing documents.
Responsibility for delegated defined parts of small projects or phases of larger projects.
Retrieve, screen, prioritize and route all written and electronic correspondence, phone calls, and outside requests, responding and/or acting on behalf of the leadership team where appropriate.
Report to the Midwest Kidney Network on an ad hoc and monthly basis all ESRD patient activity.
Report to Crown Web 2728/2746 for admissions and discharges.
Report data to NHSN.
Assist in preparing for presentations including power point, graphics and other documents as required.
Attend monthly Administrative Assistant meetings.
Operate standard office automation devices such as fax, scanner, printer and copier including responsibility for basic maintenance tasks such as replacing toner and paper as well as contacting the vendor for service.
Set agendas, secure room reservations and catering for meetings.
Maintain calendars, plan meetings and functions and coordinate travel arrangements.
Compose correspondence of sensitive nature.
Other administrative duties as required.
Assist CND and Clinical Nursing Supervisor with Personnel Management
Maintain personnel records/blue folders in accordance with JACHO guidelines.
Obtain computer sign-on authorization for all new employees.
Prepare and submit temporary employee paperwork.
Assist Hiring Supervisors with bid retrieval from the appropriate system.
Assist as needed with processing new hires.
Monthly, print RN licenses through State of Michigan LARA website and provide copies to CND for verification.
Assist the CND and Nursing Supervisor with the evaluation process. Send reminders to staff regarding upcoming evaluation timeframe and enter performance rating into the appropriate system.
Assist Unit Leadership with Financial Management
Reconcile the P-Card statements using appropriate system; procure goods/services using UM Purchasing Card.
Prepare and submit travel, hosting, tuition reimbursement for staff and leadership using appropriate system.
Maintain nursing and ancillary education money and paperwork for reimbursement for staff in accordance with UMPNC and MM guidelines.
Participate in cost quotations from vendors.
Purchase program expenditures such as computers, equipment and medical supplies under the direction of the CND.
Prepare ad hoc financial reports as requested.
Obtain Purchase Orders online and review expenses as needed with leadership.
Responsible for purchasing supplies, Procurement Services.
Collect and submit monthly treatment numbers.
Assist CND and Clinical Nursing Supervisor with Clinical Management
Compile patient data reflecting monthly and yearly activity in all departmental programs.
Maintain patient databases as requested.
Attend meetings to represent the unit and to provide support and maintain minutes and agendas.
Purchase program expenditures such as computers, equipment and medical supplies under the direction of the clinical nursing director.
Assist with quality assurance and performance improvement data collection.
Provide backup assistance to other MDS administrative assistant.
Maintain patient confidentiality.
Maintain confidentiality around performance and personnel issues that arise for staff.
Other duties as assigned.
High school graduate or equivalent combination of education and experience
Minimum four years’ administrative experience
Proficient in general computer skills, including Microsoft Office
Ability to type 60 + words per minute with accuracy
Strong attention to detail
Effective time management and problem-solving skills
Experience working in customer care with direct customer responsibilities
Excellent communication skills
Ability to work well as part of a team and adapt to change in a positive and constructive manner
Documented history of excellent punctuality and attendance
Ambulatory clinic experience including dialysis experience
Working knowledge of medical terminology
Basic cardiac life support (BLS) certified
Experience with electronic medical record documentation
Knowledge of UMHS policies and procedures
Actively pursuing a higher educational degree related to administrative responsibilities
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.
Internal Number: 176591
About University of Michigan - Ann Arbor
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.