Under minimal direction, provide administrative support to the CQI Operations Leadership team, including calendar management, meeting coordination, preparing travel arrangements and reimbursements, and serving as the professional face and voice of CQI Operations.
Provide technical and logistical support for meetings and presentations, including preparing and sending meeting materials, screen sharing and advancing slides, serving as the designated meeting support person on behalf of staff and troubleshooting basic virtual meeting technology issues.
Organize a variety of activities and events for CQIO and BCBSM, including multi-partner meetings. Responsibilities include facility arrangements, menu planning, facilitating catering contracts, meeting notices, meeting materials, tracking meeting expenses, tracking RSVPs, arranging IT support, and compiling meeting evaluation results, etc.
Administrative support of CQIO grant-funded projects including coordination of review committee meetings, facilitating material submission process, monitoring deliverable completion and maintaining tracking documents.
Purchase supplies and services using U-M procurement pathways with responsibility for ensuring compliance with University guidelines.
Prepare expense reports using the expense reporting system and reconcile P-Card expenses.
Maintain materials including contact databases, email lists and SharePoint pages.
Coordinate onboarding and offboarding of CQIO faculty and staff, including managing orientation materials, identifying introductory meetings, coordinating office tours and workspace setup, and managing computer and equipment inventory.
Provide administrative support to project managers and operations team members, including handling correspondence and inquiries.
Assist with day-to-day operations such as updating the portfolio SharePoint site, DropBox folders, updating Smartsheets documents and managing the CQIO Inbox.
Interpret, communicate and apply university and unit policies and procedures in performing daily duties. Anticipate the needs of those being directly supported.
Build and maintain strong, effective working relationships with Quality Department, HITS, Facilities, Procurement, and other internal business units.
Organize meetings including CQI Program Manager and Program Director meetings, and miscellaneous other meetings (in-person and virtual), including making facility arrangements, preparation and distribution of meeting materials, and meeting evaluations.
Collaborate with other administrative support partners throughout the portfolio as needed to share resources and collaborate on improvement opportunities.
Partner with facilities and address relevant CQI facilities requests.
Manage supply inventory, mail and package processing.
Act as a liaison between project teams and various stakeholders, facilitating clear communication and information exchange.
Present work-in-progress updates to stakeholders on an as-needed basis.
Organize and manage requests, office files, systems, drives, email groups, and online directories
Coordinate with other CQI Administrative Assistants including meetings and maintaining best practices and competencies.
Provide ad hoc support to CQI Coordinating Centers.