Admin Coord/Project Coord
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Job Summary
Coordination of the administrative and clinical activities of the Pediatric Gastroenterology Advanced Endoscopy and Pancreas programs. Responsible for providing support and coordination for the day-to-day activities of the Pediatric Advanced Endoscopy and Pancreas programs and their clinical teams. Provide customer service to patients by facilitating business processes including appointment scheduling and check-in and check-out activities within the outpatient clinic setting, as well as in-patient and perioperative itinerary, admission and discharge coordination.
Mission Statement
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 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
Responsibilities*
Provide administrative support for the personnel of the Pediatric Advanced Endoscopy and Pancreas Programs including physicians and APP including Outlook calendar management
Coordinate and facilitate communication between the program physicians and primary care physicians and managed care plans, specialists, managed care operations, clinic personnel and patients regarding authorization for service and other insurance inquiries
Coordinate and attend weekly Pediatric Advanced Endoscopy and Pediatric Pancreas Programs care coordination meetings with physicians, APP, and PSI. Prepare agenda, provide administrative coordination as needed
Coordinate and attend monthly Pediatric Advanced Endoscopy and Pediatric Pancreas Programs staff meetings. Prepare agenda, compile meeting minutes and provide administrative coordination as needed
Use Excel program to keep up to date stent tracking database with coordination of next procedure (if necessary). Will help develop a stent electronic database with the OR Informatics
Record patient hospitalization discharges in clinical database spreadsheet
Help develop a multidisciplinary Pediatric Pancreas Clinic, working with the department web developer to develop a website for the programs
Attend and provide support to outpatient clinics associated with the Pediatric Advanced Endoscopy and Pediatric Pancreas Programs. Clinic activities include coordinating efficient clinic flow, providing administrative direction to clinicians and support staff, scheduling return visits, preparing after visit summaries and facilitating check-out communication with families
Provide service excellence to patients and families by facilitating business processes including itinerary development, appointment scheduling, check-in and check-out, pre-arrival and telephone triage
Provide administrative support to program including phone coverage, meeting agendas, supply ordering and room reservations
Schedule patient procedures including radiology, laboratory and surgical, as directed
Assist in obtaining prior-authorizations including those for medications and nutritional supplements
Obtain outside records, lab results, and imaging. Assist in transferring to the UM EMR. Have imaging archived and read
Create PowerPoint presentations with provider guidance
Work with future research staff in data acquisition from procedural software database and EMR
Provide new staff members or visiting medical professionals with an orientation to our program and hospital
Assist in identifying and resolving operational problems
Ability to understand unique multi-disciplinary clinic billing and work in collaboration with UMHS Billing / Patient Account Specialists
Other duties as assigned
Required Qualifications*
2-3 years of administrative support or business experience
Clinical support experience including but not limited to appointment scheduling, template building, and patient intake
Experience with EMR
Experience with Microsoft Word and Excel
Ability to work with minimal direction and supervision
Effective leadership and able to demonstrate strong customer service skills
Possess excellent verbal and written communication skills
Good computer skills and ability to track critical patient data
Ability to understand medical documentation, coding and diagnosis
Must be an active team player and able to work independently
Strong organizational skills and ability to prioritize tasks are required
Exhibits professional and positive image when interacting with patients, faculty and staff
Desired Qualifications*
Previous experience in coordinating a complex clinical program or specialty clinic
Previous experience working with health insurance and/or reimbursement is desired
Previous experience working in a multidisciplinary clinic
Experience with MiChart
Bachelor's degree
Experience with coordinating Zoom and Microsoft Teams meetings
Experience with database creation and management
Experience with creating PowerPoint presentations
Work Schedule
Required work hours: Monday through Friday, 8 am to 5 pm. Occasional flexibility of work hours during work week may be necessary as determined by patient care support needs. This is a 40 hour/week, full time, on site position located on the medical campus.
Modes of Work
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 thework modes (https://hr.umich.edu/working-u-m/my-employment/ways-we-work-resource-center/ways-we-work-implementation-group/modes-work) .
Additional Information
Supervision Received:
General program direction and functional supervision is received from the Medical Director of the Pediatric Advanced Endoscopy and Pediatric Pancreas Programs. Administrative supervision will be by Pediatric GI Administration.
Background Screening
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.
Application Deadline
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.
U-M EEO Statement
The University of Michigan is an equal employment opportunity employer.
Job Detail
Job Opening ID
265504
Working Title
Admin Coord/Project Coord
Job Title
Admin Coord/Project Coord
Work Location
Ann Arbor Campus
Ann Arbor, MI
Modes of Work
Onsite
Full/Part Time
Full-Time
Regular/Temporary
Regular
FLSA Status
Nonexempt
Organizational Group
Medical School
Department
MM Pediatrics-Gastroenterology
Posting Begin/End Date
8/01/2025 - 8/15/2025
Career Interest
Administration
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