Child Psychiatry Administrative AssistantApply NowHow to ApplyA 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 SummaryThe Department of Psychiatry is seeking a qualified Administrative Assistant Intermediate to provide administrative and operations support to faculty and staff in the Child and Adolescent Psychiatry Hospital Services division.Candidates for this position must have the knowledge, skills, abilities, and experience needed to provide highly responsible and effective administrative support in an academic clinical setting. Key skills include accuracy and attention to detail, the ability to problem-solve, consistent and effective follow-through on all matters, high-quality written and oral communication skills, excellent customer service and the ability to handle sensitive matters in a discreet manner. The successful candidate will be working in a fast-paced environment with ever-changing priorities and must be mission-driven, adaptable, able to work under pressure to meet deadlines, and able to develop relationships with faculty and staff from within and outside of the department to support a collaborative environment.This role will report to the Psychiatry Hospital Services Administrator as a member of the Psychiatry hospital operations administrative team. The position will have an indirect reporting relationship to the Child Psychiatry Hospital Services Chief, and will closely support the Child and Adolescent Psychiatry inpatient unit, in addition to the Child Psychiatry Consultation-Liaison team, and the Comprehensive Eating Disorder Program team.Mission StatementMichigan 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 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
ResponsibilitiesThe below statements are intended to describe the general nature and level of work to be performed and are not an exhaustive list of all associated responsibilities.
Provide complex calendar management, administrative, and project support to the Child Psychiatry Hospital Services Chief
Administratively support the hospital-based Child Psychiatry faculty and staff providing care to the Child and Adolescent Psychiatry Inpatient unit, the Child Psychiatry Consultation-Liaison team, and the Child Eating Disorder Program
Supports regulatory compliance by coordinating with the interdisciplinary team to ensure timely submission of behavioral health treatment plans and discharge summaries
Schedule peer-to-peer reviews as needed for clinical faculty in support of utilization review processes
Coordinate and distribute weekend rounding schedule on a weekly basis
Manage the regular collection and distribution of patient satisfaction surveys to vendor
Purchase office supplies for the clinical Child Psychiatry faculty and staff
Assist with meeting logistics including scheduling, meeting material and agenda content tracking and preparation, attending meetings and taking minutes/notes, tracking action items, and generating all necessary follow-up correspondences to ensure work is completed as appropriate to support related meeting business
Submit travel and expense reimbursement requests to Shared Services for clinical faculty and staff
Serve as the Safety Liaison for Child Psychiatry administrative office area
Perform general office duties which include mail distribution, outgoing mail preparation, photocopying, scanning, maintenance of office equipment, and stocking office supplies
Support facilities initiatives, key requests, and coordination of space moves for hospital-based Child Psychiatry faculty and staff
Coordinate with Administrative Specialist to ensure seamless onboarding experience for new clinical providers and staff
Exercise discretion and appropriate judgment regarding sensitive and/or confidential matters and appropriately prioritize complicated and challenging schedules
Provide cross-coverage for other Psychiatry hospital services administrative staff
Provide calendar support to hospital-based Child Psychiatry clinical faculty
Support clinical provider sick leave communications and documentation of vacation-time off through established procedures
Serve as an administrative resource for faculty and other administrative staff
Other duties as assigned
Required Qualifications
High school education or equivalent and 4 or more years' experience in an administrative office setting
Demonstrated advanced proficiency in Microsoft Office applications (Word, PowerPoint, Excel, Outlook)
Proven analytical skills and follow-through, along with attention to detail; a high degree of creativity, initiative, resourcefulness, and the ability to anticipate needs
Excellent problem solving and decision-making skills
Ability to prioritize work with concurrent deadlines and operate in a fast-paced, proactive customer service environment
Capability to establish priorities and function as an integral part of a highly productive team
Strong oral and written communication skills as well as organizational skills; the ability to write clearly and concisely for various mediums, including demonstrated knowledge of proper grammar and punctuation usage
Skill to build positive and productive relationships with individuals at various professional levels (faculty, staff, trainees, etc.)
Knowledge of administrative/office procedures with a flexible can-do attitude and ability to work independently or as part of a team
Ability to perform highly responsible, administrative duties using independent judgment and professionalism
Desired Qualifications
Bachelor's degree
Basic understanding and knowledge of hospital operations
Solid understanding of university policies and procedures strongly desired
Experience with University systems, such as ePro, MiChart, etc.
Strong interpersonal skills along with excellent oral and written communication
Proficient computer skills including solid working knowledge of Microsoft Suite, with an especially high proficiency in Outlook calendaring, Excel, and Zoom
Work Schedule40-hours per week, 8:00AM-5:00PM Monday-Friday. This position may have a mix of onsite and remote work schedule as business needs dictate. Some flexibility in hours or telecommuting may be granted to accommodate work-life balance, and is at the discretion of the manager.Modes of WorkPositions 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 modeshere (https://dev.hr.umich.edu/working-u-m/my-employment/ways-we-work-resource-center/ways-we-work-implementation-group/modes-work) .Additional InformationThe Department of Psychiatry at Michigan Medicine is committed to creating an environment that is welcoming to all. We strive to value the unique contributions of individuals, and support a culture of inclusivity among our employees, learners, and larger community. This includes supporting the development of a diverse workforce across identities such as race, ethnicity, national origin, sexual orientation, gender identity, age, citizenship, marital status, religion, language, disability, and Veteran status. We are proud to be an equal opportunity and an affirmative action employer.Background ScreeningMichigan 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.In addition to the screenings indicated above under Michigan law, a criminal history check including fingerprinting is required as a condition of transfer or employment for this position.Application DeadlineJob 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.E-VerifyThe University of Michigan participates with the federal EVerify system. Individuals hired into positions that are funded by a federal contract with the FAR EVerify clause must have their identity and work eligibility confirmed by the EVerify system. This position is identified as a position that may include the EVerify requirement.U-M EEO/AA StatementThe University of Michigan is an equal opportunity/affirmative action employer.Job DetailJob Opening ID252833Working TitleChild Psychiatry Administrative AssistantJob TitleAdmin Asst Inter HealthcareWork LocationMichigan Medicine - Ann ArborAnn Arbor, MIModes of WorkHybridFull/Part TimeFull-TimeRegular/TemporaryRegularFLSA StatusNonexemptOrganizational GroupUm HospitalDepartmentMM Child Psych I/PPosting Begin/End Date8/07/2024 - 9/07/2024Career InterestAdministrationApply Now