Admin Specialist Senior Health
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How to Apply
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 Michigan Medicine Classification for this position Administrative Specialists Senior Healthcare
Provides high-level administrative support and assistance to the Critical Care Transport Team including Aviation Vendors as it related to operations at Michigan Medicine. Provides functional supervision as a group leader to coordinate staff training initiatives, facilitate effective departmental communication, and enhance organizational processes, contributing to improved departmental efficiency and performance.
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.
Responsibilities*
Payroll:
Controls and manages bi-weekly and monthly payroll for bargained (MNA-UMPNC, AFSCME, UMMAP) for staff including 125+ nurses, paramedics, and dispatchers. Duties include timekeeping, verification of time accuracy in MPathways and Finance B1, employee follow-up, error trouble shooting, payroll corrections, and ensuring that all staff are following labor laws and University of Michigan/Michigan Medicine policies and practices. Reconcile Gross Pay Registry with leadership. Executes investigations of payroll discrepancies and applies corrections independently within institutional guidelines. Evaluated payroll process and restructured and implemented major changes in procedures including electronic timecards and schedule change management. Establish budget and monitor financial expenditures of supplies for accuracy and investigate and implement potential cost savings strategies. Track utilization of products and make recommendations for PAR changes and new products
Scheduling:
Serve as key member of the critical care transport leadership team with responsibility for managing schedules for five different dynamic groups of 125+ staff members. Controls schedule development and implementation of SWAT nursing, SWAT Paramedic, Survival Flight nurses and Survival Flight dispatch. Supervises, evaluates, coaches, and mentors Survival Flight and SWAT scheduling team. Demonstrates mastery of nursing MNA-UMPNC, UMMAP, and AFSCME contract language for Standard Practice Guide language to complete all aspects of schedule development and balancing. Approves changes in staffing and scheduling needs and approves and allocates overtime in each division. Annual approval and assignment of holiday and vacation schedules for multi-discipline workforce. Identify opportunities to reuse or recycle materials to minimize consumption of new materials, minimize waste, or to convert wastes to by-products
Human Resources:
Applies a comprehensive knowledge of Human Resources principles and processes to improve the good working order of the unit. Collaborates with leadership and HR business partners to execute PAR transactions, FTE changes, DBE changes, tuition payments, Survival Flight quarterly bonuses, job code changes, salary changes, financial splits, new hires, terminations, FMLA, and leave of absences. As a large project, worked directly with emergency medicine payroll to determine the distribution of staff across segments and reallocate staff effort to reflect patient care distribution. This process requires continual evaluation and maintenance. Utilized past experiences and deep knowledge of personnel file requirements to reconstruct blue folders to a digital platform for all areas under Critical Care Transport. Manage the evaluation process for AFSCME staff utilizing custom-built tools. Partner with leadership to create annual SMART goals and developed and implemented a 360-feedback tool for annual performance reviews. Partner with leadership to address attendance and support contractual and SPG actions. Continuously monitor environment of care factors that impact patient care, patient and staff safety and efficient department operations. Evaluate, quantify, and execute corrective action needed to maintain standards.
New Hires:
Supervises process of recruitment for the Critical Care hiring team. Obtains director approval to create job postings and update posting descriptions. Works closely with the HR compensation team ensuring the requested salary maintains departmental, institutional, and market equality. Oversee reference assessments and monitor reference checks, background screenings, job shadows, and interviews. Manage all new hire onboarding, ensuring new staff have completed their I-9 background checks in a timely manner. Register new hires in appropriate Central Orientation curriculum, assign ID badges, Cornerstone mandatory competencies, and MiChart training.
Compliance/Regulatory:
Manages certifications and required credentials of staff ensuring 125+ staff are compliant with their required certifications for the following: Nursing license, Paramedic license, EMT license, BLS, ACLS, PALS, NRP, ABLS, CCRN, CFRN, CAC, Federal Emergency Management Agency (FEMA). Collaborate with Survival Flight credentialing officer to prepare and present documentation and other requirements for accreditation by Commission of Accreditation of Medical Transport Systems (CAMTS). Maintains security compliance of contracted employees (Metro aviation) including parking permits, access badging, and infection prevention requirements. Create and maintain unit personnel files for all Critical Care job families in compliance with Joint Commission Standards, CMS, CAMTS, and State Medical Control Authority requirements. Supervise Cornerstone reports, directing staff compliance with all mandatories and required learning. Own and manage personnel blue folders and ensure regulatory readiness. Liaison with Electronic Services and EMS to ensure continuous operation of ALS radios and effective communication and exchange with prehospital providers.
Office Management/Facilities:
Attend all monthly and quarterly meetings including staff meetings for multiple disciplines, committee meetings, budget meetings, and specialty project meetings, presenting and recording information as requested by Leadership. Lead and/or support special projects as delegated by the Clinical Nursing Director. Assist leadership with developing and writing SBARs. Applies a comprehensive knowledge of spreadsheet development using excel and google sheets to analyze data for budgeting, FTE, and operational events. Built FTE analysis spreadsheets to track and inform leadership of FTE needs and changes, impacting workload and workflow decision making.
Event Planning/Conference/Budge/Finance:
Works with leadership and conference committees to host special events including benchmark celebrations, annual safety day, Survival Flight Spring Conference, Survival Flight Fall Conference, and other large divisional gatherings (400+ people). PCARD reconciliation for leadership and staff. Register/reimburse continuing education courses via Emburse for the Critical Care Transport team. Ensure compliance with JCAHO environment of care standards. Ensure compliance with federal, state, local, and University environmental health and safety regulations.
Required Qualifications*
Bachelor's degree in a related health science, healthcare administration or business administration with a minimum of 5 years of administrative and finance duties including financial tracking/reconciliation, and payroll. In lieu of Bachelor's degree may have associates degree or equivalent with 10 years of experience in related areas.
Demonstrate examples of solving complex problems including application of evidence-based practice and using current problem-solving modalities to evaluate options and implement solutions.
Demonstrated ability to manage and analyze data using spreadsheets, databases and other IT programs. Compiling, categorizing, calculating, tabulating, auditing, or verifying information or data.
Demonstrated excellent customer service, interpersonal and organizational skills with internal and external partners in written and oral communication.
Must be able to work independently with minimal supervision and as part of a multidisciplinary team.
Proficient in OneStaff (payroll and scheduling), M-Pathways, FinanceB1, and referencing University policies, procedures, and various union contracts.
Desired Qualifications*
Master degree in a related health science, healthcare administration or business administration
Knowledge and experience with supply chain management
Knowledge and experience in the delivery of Critical Care Transport Operations.
Completion of LEAN Healthcare course.
Experience creating and maintaining Google docs and spreadsheets.
PCARD purchasing and reconciliation.
Work Schedule
40 hours per week. Primarily Monday-Friday business hours with occasional Sunday to meet early holiday payroll deadlines. 8 or 10-hour shift options may be considered for ideal canidate.
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) .
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
268126
Working Title
Admin Specialist Senior Health
Job Title
Admin Specialist Senior Health
Work Location
Michigan Medicine - Ann Arbor
Ann Arbor, MI
Modes of Work
Hybrid
Full/Part Time
Full-Time
Regular/Temporary
Regular
FLSA Status
Exempt
Organizational Group
Um Hospital
Department
MM Survival Flight
Posting Begin/End Date
9/08/2025 - 9/15/2025
Career Interest
Administration
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