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.

Job Summary

The Division of Hospital Medicine (DOHM) at Michigan Medicine ? one of the largest clinical divisions at Michigan Medicine, with 170 faculty, 60 APPs (Advanced Practice Providers), and 65 staff operating across a 24/7 multi-site inpatient environment; is seeking an Administrative Specialist Associate to serve as the operational lead for APP workforce administration. This role owns the full APP clinical schedule, timekeeping and payroll processes, leave of absence coordination, and the tracking systems that keep a complex provider group running. You will partner closely with the APP Manager, Clinical Operations Manager and Clinical Liaison as a primary point of contact and subject matter expert. Direct experience with clinical scheduling is a plus, but we welcome candidates with strong transferable skills in workforce coordination or operations who are ready to grow.

Why This Role

If you love the puzzle of assembling a complex schedule and want that work to matter; this role delivers both. The Division of Hospital Medicine operates at scale and at pace, and the person in this position isn't just maintaining a system; they're a critical operational resource for a provider group that depends on their expertise every day.

This is a role with genuine ownership, a collaborative team, and room to grow. We are committed to providing robust onboarding and training so the right person can build confidence and competence in the clinical environment, we're investing in long-term fit, not just immediate coverage. If you bring the foundational skills and the right disposition, we want to hear from you.

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.

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

• Clinical Schedule, Time-Off & Leave Administration

  • Serve as primary lead for end-to-end build, maintenance, and management of the APP clinical schedule across multiple inpatient service lines; provide backup support to the Faculty Clinical Schedule and Clinical Liaison.

  • Manage all schedule change requests, swaps, coverage adjustments, vacation, applying consistent standards and documenting decisions; proactively identify gaps or coverage risks and exercise independent judgment to implement corrective action.

  • Maintain a real-time tracking system for APP time off across all categories (vacation, CME, sick leave, etc.); ensure records are accurate and accessible to relevant stakeholders.

  • Serve as the primary administrative coordinator for APP leaves of absence, partnering with the APP Manager on documentation, communication, and coverage planning throughout the leave period.

• Timekeeping, Payroll & Compliance

  • Lead APP timekeeping processes: review and correct timesheets for a large provider group (Nurse Practitioner and Physician Assistants); audit for accuracy and resolve discrepancies before payroll deadlines.

  • Review GPR for accuracy; serve as central point of contact with payroll to resolve errors and respond to employee inquiries.

  • Partner with the APP manager to ensure accurate reflection and interpretation of hours worked by employees.

  • Maintain current working knowledge of collective bargaining agreements governing PA and NP employees; ensure practices remain compliant and partner with HR to interpret or apply agreement provisions as needed.

• Documentation & Operations

  • Develop and maintain resource manuals, procedural documentation, and tracking tools across scheduling, timekeeping, payroll, and leave administration.

  • Identify workflow inefficiencies and propose or implement improvements in collaboration with the administrative and clinical operations teams.

• Other duties as assigned.

• Bachelor's degree or equivalent combination of education and experience.

• Three to four years of administrative or operations experience; healthcare or clinical environment is a plus, not a requirement.

• Demonstrated experience managing complex, multi-variable coordination work scheduling, workforce tracking, project administration, or similar.

• Proficiency in Microsoft Office Suite (Excel, Word, Outlook); ability to quickly learn workforce and scheduling software.

• Familiarity with timekeeping, payroll, or leave administration in any employment context.

• Strong attention to detail, independent judgment, and discretion in handling sensitive personnel matters.

• Excellent communication skills and comfort engaging with providers, leadership, and administrative colleagues at all levels.

• Experience with QGenda or similar scheduling/workforce management software.

• Experience in an academic medical center or multi-provider clinical division.

• Knowledge of FMLA and institutional leave programs.

• Familiarity with collective bargaining agreements or unionized workforce environments.

• Experience developing policies, procedures, or administrative resource documentation.

The role is hybrid, spending approximately one day per week or as needed on site at our administrative offices in UH South at the Main Hospital in Ann Arbor, MI.

Positions that are eligible for hybrid or mobile/remote work mode are at the discretion of the hiring department. Work agreements are reviewed annually at a minimum and are subject to change at any time, and for any reason, throughout the course of employment. Learn more about the work modes.

Supervision Provided: This position is directly supervised by the Clinical Operations Manager with functional supervision provided by the APP Manager.

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.

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 any time after the minimum posting period has ended.

The University of Michigan is an equal employment opportunity employer.