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 Join the Department of Social Work Administrative Team? 

As a member of this team, you will play a vital role in the day-to-day business and administrative functioning of the Departments of Social Work, Spiritual Care, and Care Management.

The Michigan Medicine Department of Social Work supports and serves patients dealing with psychosocial issues/concerns, bereavement, domestic violence/sexual assault, diagnosis and illness. We provide counseling referrals and offer guidance on long- and short-term caregiver needs, long-term discharge planning, housing concerns and Advance Directive issues. In addition, we have limited resources to assist qualifying patients with emergency clothing, transportation, food and prescription needs.

As an Administrative Assistant Senior, you will be serving as the department Timekeeper and Leave Coordinator for Social Work, Spiritual Care, and the social workers in the Department of Care Management. This role is part of the Social Work Administrative Team, a dynamic team that supports the administrative operations of the Department.  However, this role specifically serves as Timekeeper and Leave Coordinator for a large staff group across three departments.

The Department of Social Work strives to foster an environment of respect and belonging; a place where every person feels valued and can thrive. 

What Perks and Benefits Can You Look Forward to?

• 2:1 match on retirement savings
• Excellent medical, dental, and vision coverage starting on day one of employment
• Generous Paid Time Off (PTO) and paid holidays
• Financial support for continuing education and certifications
• Possibility of continued remote work and flexible scheduling

Outlined below are major anticipated responsibility themes to break out estimation of functions and are subject to change dependent on departmental needs from expansion in line with overall organizational growth. This position reports to the leader responsible for the Social Work Administrative Team.

Payroll (70%)

• Process employee timesheets for various employee type populations and pay frequencies (non-bargained for and bargained for, biweekly and monthly)

  • Work within both the self-reported and One Staff time reporting systems.

• Understand various Michigan Medicine pay rules and when to utilize or not to utilize them. 

• Ability to effectively communicate complex pay rules and system functionality to Leadership and employees. 

• Prepare payroll for leadership review and signoff

• Complete payroll query audits

• Complete post payroll Gross Pay audit

• Complete, if necessary, any payroll adjustments as Prior Period Adjustments (PPAs), including off-cycle payroll adjustments/payment requests

• Build solid relationships with Hospital Payroll.

   

Leave of Absence Coordination (20%)

• Receive employee leave requests. 

• Review available leave benefits with employees and provide employees with necessary forms based on leave type.

• Submit tickets to HR (FMLA) and Work Connections (medical leaves) to get employees started in their process.

• Track leaves and benefit balances and enter employee time while they are away on leave.

• Support leaders with confirmation of leave bank information and various reports upon request.

• Build solid relationships with Hospital Payroll, HR Leave Management, and Work Connections Teams.

General Office Support (10%)

• Completing or responding to various requests received in a variety of ways (Admin Team email inbox, phone calls or walk-in traffic)

• Provide calendaring support for the departmental management team and serve as the point of contact with requests for availability.

  • Experience creating polls for availability data capture/meeting creation

  • Other duties as assigned

• Maintain open communication with fellow team members and participate in regular team meetings.

• Promote a welcoming, organized, efficient and professional office environment.

• Collaborate with diverse teams at all organizational levels across a large, decentralized organization

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

• Several years (4-5) of progressively responsible administrative support experience for a large department/organization.

• Experience with computer programs such as Microsoft Teams, Google Suite, DropBox, etc.

• Strong oral and written communication skills; the ability to write clearly and concisely for various mediums; finalize correspondence, business letters, summaries, and reports.

• Able to complete calculations, sometimes complex as it relates to payroll, FMLA tracking, and FTE proration. 

• Able to utilize tracking and follow up skills to monitor and coordinate a large volume of work, process invoices and complete employee timesheets/payroll.

• Demonstrate attention to detail and organizational skills.

• Able to work under pressure with deadlines and a high degree of accuracy is required.

• Demonstrated experience with scheduling/meeting management.

• Demonstrate ability to prioritize and complete tasks in a timely manner.

• Ability to work independently and cooperatively as part of a team; demonstrated ability to build positive and productive relationships with individuals at various professional levels (faculty, staff, etc.).

The ideal candidate will have:

• Experience as a department Timekeeper

• Experience as a department leave of absence coordinator

• Excellent verbal, written communication, and people skills

• Strong customer service focus

• Significant comfort working within Excel and pulling financial reports

• Ability to work independently and regularly exercise judgment in setting priorities

• Ability to compose and produce professional correspondence

• Proficiency with Word, Power Point and Access

• Basic email and calendaring system skills and have reasonable knowledge of university Policies and Procedures

• Proven analytical skills and follow-through; a high degree of creativity, initiative, resourcefulness, and the ability to anticipate needs.  Ability to manage complex projects simultaneously.  Excellent problem solving and decision-making skills.

• Experience with computer programs such as Wolverine Access, SchedulON, Emburse, and Zoom; interest in and ability to learn new software applications and share data via various mediums

• Ability to organize information to understand and streamline processes and workflows

• Demonstrated adaptability to changing priorities and deadlines and effectively collaborating with leadership

• Ability to perform highly responsible, administrative duties using independent judgment and professionalism

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.

This is full-time, 40 hour/week position. The typical schedule is Monday-Friday with start and end times 8:00-4:30 or 8:30-5:00. 

This will be a hybrid position with a balance of in-person and remote work. In person work would be at the main campus, 1500 E. Medical Center Drive - UH South

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

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. This job 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.