Admin Asst Sr Healthcare

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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.

Who We Are

The Osher Lifelong Learning Institute (OLLI) fosters lifelong learning designed by volunteers for a diverse community of older adults seeking stimulating discussion, fellowship and wisdom. OLLI is a volunteer centered membership organization in that it offers programs for older adults, designed by older adults. It capitalizes on the skills, knowledge, and experience of dedicated senior volunteers who actively plan and implement the learning programs for their peers.

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*

BASIC FUNCTION AND RESPONSIBILITY

Under general direction, provides administrative support to OLLI-UM. Works collaboratively with the Directors and staff to ensure that OLLI-UM operates efficiently and effectively to provide quality educational services to our participants within the standards and guidelines of the University of Michigan/Community Health Services. Assigned hours, days of week, and specific work assignments may be modified in response to program, department or service needs.

ESSENTIAL FUNCTIONS:

Office and Personnel Assistance

• Receptionist: triage incoming emails and phone calls; respond to routine requests

• Review and disseminate mail; composes responses for finance/administrative and program-related correspondence

• Assist with preparation of program, marketing and fundraising materials

• Assist with weekly emails using MailChimp software or a similar product

• Maintain up to date mailing lists and oversee mailings

• Copying and distribution of materials

• Process new and updated member registrations

• Coordinate the scheduling of activities at Turner Senior Resource Center (TSRC), lecture venues and other classroom sites

• Assist with preparation of materials for classes/programs, such as class folders, membership lists, reminder notices, evaluation mailings, and zoom meetings and zoom class support

• Maintain departmental calendars and assist with scheduling of events including those at off-site venues when programming is in person

• Train and provide functional supervision to volunteers, student interns and work study students providing reception and administrative support

• Check Turner Senior Resource Center (TSRC) facility schedule and post classroom assignments as needed

Financial Assistance

• Complete administrative financial tasks expense reporting; processing purchase orders/invoices: vendor set up; preparation of cash receipts, deposits, journal entries

• Acknowledge and record all gifts and fundraising income

• Assist with collection and preparation of operating reports, such as time-and attendance records, budget expenditures, revenue, and statistical records of performance data.

• IT and Website Maintenance

• Help maintain of OLLIUM website and databases to ensure quality as well as compatibility and compliance with university standards

• Input member and volunteer data into various databases

• Train and monitor staff and volunteers in database and website usage to maintain their integrity

• Compile, sort and retrieve information using various databases and university reporting mechanisms to meet grant-reporting requirements and other needs of the OLLI-UM Leadership Council, Directors and staff

• Assist customers in accessing and utilizing online registration system

Other duties may include the following:

• Participate in departmental teams and meetings

• Maintain safe environments for participants/staff/volunteers

• Address customer concerns and resolve complaints

• Provide room set-up for OLLI study groups (including arrangement of tables and chairs, set-up of audio/visual equipment and other teaching aids, etc.)

• Transport OLLI teaching and promotional materials to various learning sites as required when programming is in-person

• Assist with program registration at TSRC and off-site locations as needed

• Assist with annual leadership retreats, annual open houses and kickoffs, and quarterly trainings

• Assist with special events

• Registration and administrative tasks at off-site lectures as needed

Required Qualifications*

• Bachelor's degree or an equivalent combination of education and experience.

• Four to five years of office experience necessary.

• Proficient use of Windows, Microsoft Word, Mail Merge, Excel, Power Point and databases.

• Demonstrated effective verbal and written communication skills, including proficiency in editing and ability to interact with a diverse multicultural group of customers, are necessary.

• Attention to detail coupled with the ability to work with a team in a fast-paced environment is also necessary.

• Must be capable of lifting and carrying OLLI materials and teaching equipment along with performing room set-up when programming is in person.

• Treats others with respect, dignity, and inclusivity ensuring a sense of belonging among coworkers and program participants; listens to, and values, feedback; demonstrates openness and a willingness to learn from the perspectives of others.

• Periodic travel between locations is required, including University Hospital, TSRC, and selected program venues.

Desired Qualifications*

• Knowledge of University policies, procedures and regulations is preferred.

• Experience with University of Michigan financial systems preferred, including FinProd.

• Experience updating websites

• Proficiency in software programs such as Adobe InDesign, and Adobe PremierePro are a plus. Also, experience using videoconferencing platforms such as Zoom, BlueJeans, and Google Meet are preferred.

• Other experience using software in the Adobe suite and Google suite are preferred.

• Work style that incorporates a sense of ownership for program outcomes

• Experience with, and commitment to, efforts to increase diversity and equity and inclusion in previous workplace(s).

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/AA Statement

The University of Michigan is an equal opportunity/affirmative action employer.

Job Detail

Job Opening ID

256724

Working Title

Admin Asst Sr Healthcare

Job Title

Admin Asst Sr Healthcare

Work Location

Michigan Medicine - Ann Arbor

Ann Arbor, MI

Modes of Work

Onsite

Full/Part Time

Full-Time

Regular/Temporary

Regular

FLSA Status

Nonexempt

Organizational Group

Um Hospital

Department

MM OLLI Programs

Posting Begin/End Date

11/08/2024 - 11/15/2024

Career Interest

Administration

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