ADMINISTRATIVE SPECIALIST ASSOCIATE (Nurse and Physician Assistant Recruitment and Retention)Apply NowSummaryUniversity of Michigan Health, Michigan Medicine Nurse & Physician Assistant (PA) Recruitment & Retention (NRR) department seeks a highly responsible and skilled Administrative Specialist Associate to join our team and support the mission of recruiting and retaining the best nursing and physician assistant talent to optimize the delivery of quality patient care to our patients and families.The successful candidate will provide high level administrative support to our seasoned, cohesive team of professionals, including the Nurse Recruitment & Retention Manager, Workforce Planning Staff Specialist, Nurse and Physician Assistant Recruiters and Administrative staff. Positive communication style and a team-oriented approach are essential.This position reports directly to the Nurse & PA Recruitment & Retention Operations Manager.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.ResponsibilitiesResponsibilities and Department Expectations:Department Expectations:
This individual must have a high degree of accuracy and attention to detail.
Ability to foresee possible challenges, plan changes, and provide clear context and information for meetings and events.
Ability to perform at a high level within a team setting with a strong willingness to support co-workers.
Demonstrates positive work ethic and strong sense of teamwork/problem solving with co-workers.
Takes initiative to work independently, prioritize, manage multiple assignments, and follow through on job responsibilities.
Demonstrates ability to collaborate with others in a team environment, display leadership through problem solving and the initiative to advance knowledge.
Ability to exercise a high level of discretion, and judgement regarding sensitive and confidential matters.
Excellent customer-focused interpersonal skills, as demonstrated by the ability to work effectively with individuals and teams, across disciplines.
Excellent communication skills as demonstrated in oral and written forms.
Excellent organizational skills and demonstrated ability to prioritize and multi-task.
Flexibility and the ability to adapt to change is required.
Key responsibilities include but are not limited to:Personnel Management
Oversees maintenance of employee personnel records in accordance with Michigan Medicine standards to include license and CHCR certifications, performance evaluations, annual mandatories, OHS requirements.
Staff access and equipment.
Annual Internal Controls compliance
Finance
Responsible for all transaction processing, and financial analysis and reporting (ePro reqs, non-Pos, invoicing and billing; expense reports; Pcard)
Conducts monthly statement of accounts; investigates discrepancies.
Assists with team processing and tracking of financial transactions related to NRR events and departmental expenditures.
Assists with account reconciliation (bi-weekly and monthly payroll, gross pay, PTO balances, P-card reconciliation, travel reimbursement, tuition reimbursement)
Contracts and Procurement point person for contracts and invoices
Employee Referral Program (ERP) payments
Human Resources Compliance & New Hire Onboarding
Multi-state licensure verification
Fingerprinting (process compliance)
Degree Verification
Project Management: Recruitment
Provides logistical support and coordination of NRR events and projects including bi-annual Nursing at Michigan Career Fair, Nurse Week program, Excellence Awards, Education Fairs, national events, and conferences.
Event planning and coordination (including facility/venue, catering, AV support, promotion & marketing, registration tracking, continuing education certificate, etc.)
Event preparation (coordinates movers, space, materials and creating checklists outline details of event)
Local & National recruitment event logistics (contracts, moving, travel coordination, giveaway, and event expenditures)
Partners and collaborates with vendors, staff, and CNE office, including managing projects and checklists, event and conference coordination, vendor contracts, and maintaining common project files.
Applicant sourcing- mining from Applicant Tracking System and identifying/notifying recruiters of licensure disciplinary notices from LARA as needed.
Executive Search coordination (includes all stages of executive search process including but not limited to Search Committee communications and support, interview and campus visit coordination, point person for executive search firms)
Tech Enhancements including documentation of processes to ensure compliance with MM policies and employment law.
HireVue, Service Now
Support for video and photo shoots
Department Operations
Triage email, phone calls, inquiries, correspondence, and customer service & support (to both internal and external customers).
Draft, edit and send correspondence on behalf of Nurse and PA Recruitment and Retention.
Manages telecommuting renewal agreements, business parking renewal, internal controls, review of annual emergency management planning, equipment contracts and maintenance, and office events and supplies.
Monitors marketing and promotional items to maintain inventory and Nursing at Michigan brand integrity.
Provides meeting support and management, including assistance in preparation for meetings (agendas, minutes, presentations, supplies and other materials), and follows up on action items.
Maintains NRR policy and procedures.
Maintains NRR shared drive content and upkeep.
Department COOP plan revisions
Other duties as assigned.
Required QualificationsEducation:Bachelor's degree in Human Resources, Business Administration, Informatics, Marketing, or an equivalent combination of education and experience is required.Experience:Minimum of five (5) years of experience working in a progressive administrative role, project manager or related experience in Human Resources or Talent Acquisitionis required.Experience in a healthcare environment is preferred.Skills/Abilities:Proficient with enterprise productivity software, such as the Microsoft Office suite (Word, Excel, Power Point, Adobe Acrobat Pro) and Google Drive/Tools-Sheets and Docs, email platforms to create, edit, and distribute communications efficiently (e.g. mcommunity mailing groups).Experience with event planning and/or marketing/advertising.NOTE: Required qualifications must be met by the candidate in order to be interviewed and considered for the position.RESUME REQUIRED (for both internal & external applicants):You must attach a complete and accurate resume to be fully considered for this position.Desired Qualifications
Work experience in U-M Health, Michigan Medicine?s administrative information systems (eRecruit, OneStaff, Concur, M-Pathways, DataMart, Business Objects in the Financial Data Warehouse) is highly desirable.
Previous work experience and proficiency with analyzing data, editing and data scrubbing.
Experience working with HR and financial database programs is desired.
Recent work experience in budget/ finance and accounts reconciliation is desired.
Experience working in a healthcare environment is highly desirable.
Working knowledge of U-M Health, Michigan Medicine policies and procedures
Experience/familiarity with Qualtrics.
Work Schedule
Hours per week: 40
FLSA: non-exempt
Shift/ Days/ Hours: Typically, 8-hour shifts with work hours between 8 AM and 5 PM; Monday through Friday. Required to flex shifts based on the needs of the department. Some evening and weekend hours will be required to support NRR sponsored events up to 6 times per year.
Currently the NRR Team works a 3-2 hybrid model: (3) days in office & (2) days remote. This model is subject to change based on the needs of the department.
Location: North Campus Administrative Complex (NCAC); 2901 Hubbard Rd, Ann Arbor
Parking- Yellow permit
Note: It is a department expectation that work hours and days will be flexed to the needs of the department.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.Application DeadlineJob openings are posted for a minimum of seven calendar days. This job may be removed from posting boards and filled anytime after the minimum posting period has ended.Selection ProcessMichigan Medicine seeks to recruit and retain a diverse workforce as a reflection of our commitment to serve the diverse people of Michigan and to maintain the excellence of the University. We welcome applications from anyone who would bring additional dimensions to the University’s research, teaching, and clinical mission, including women, members of minority groups, protected veterans, and individuals with disabilities. The Department of Nursing, like the University of Michigan as a whole, is committed to a policy of nondiscrimination and equal opportunity for all persons and will not discriminate against any individual because of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, height, weight, or veteran status.U-M EEO/AA StatementThe University of Michigan is an equal opportunity/affirmative action employer.Job DetailJob Opening ID249759Working TitleADMINISTRATIVE SPECIALIST ASSOCIATE (Nurse and Physician Assistant Recruitment and Retention)Job TitleAdmin Specialist Assoc HealthWork LocationMichigan Medicine - Ann ArborAnn Arbor, MIFull/Part TimeFull-TimeRegular/TemporaryRegularFLSA StatusNonexemptOrganizational GroupUm HospitalDepartmentMM Nsg OH Recruit/RetentionPosting Begin/End Date5/31/2024 - 6/09/2024Career InterestAdministrationGeneral Office/Administrative SupportHealthcare Admin & SupportNursing- All NursingApply Now