Metro Health (now the University of Michigan Health-West) is looking for an *Administrative Secretary for our - Facilities Management division. *

General Summary:

Under limited direction, the Administrative Secretary performs complex and detailed administrative support functions in support of leadership to ensure the smooth operation of the department. Exercises considerable discretion and independent judgment to analyze, disseminate, respond and escalate complex, sensitive and confidential information requests. The Administrative Secretary functions as the primary department contact for all internal and external communication.

Requirements:

1. Three years of professional administrative assistant / secretary support experience. Experience in a hospital and/or healthcare setting preferred.
2. Proficient in Microsoft Word, Excel, Access, and PowerPoint. Visio with desktop publishing a plus.
3. Demonstrated written, verbal and interpersonal communication skills.
4. Able to work effectively and efficiently under tight deadlines, high volumes and managing multiple projects.
5. Demonstrated ability to work effectively as a team member.
6. Advanced degree of independent judgment and interpersonal skills.
7. Able to deal with very sensitive issues in a tactful, positive and confidential manner.
8. Able to work independently with little supervision.

Essential Functions and Responsibilities:

1. Provides complex and detailed administrative functions in support of the department management and assists with projects and requests from other department staff as needed.
2. Serves as the initial contact for all staff, vendors, internal and external customers contacting the department, greeting and directing as appropriate. Receives phone calls, determines appropriate direction and disseminates them as appropriate.
3. Assists management with payroll processing by reconciling staff exceptions within Time and Attendance, Staffing and Scheduling (TASS), providing education and updating staff on the proper use of TASS, and preparing and submitting completed time cards and reimbursements to payroll distribution.
4. Prepares FTE trending analysis reports, updates position control reports as needed, and sets up reminders for 6 month employee reviews with management.
5. Maintains and updates departmental legal, regulatory, policies, procedures and plan documents.
6. Maintains continuing education credits, certifications and other required staff documentation and provides information to leadership for employee evaluations.
7. Drafts, proofs and distributes newsletters, bulletins and other internal communications on behalf of department leadership.
8. Maintains all department contracts and legal agreements for contracted services and equipment.
9. Schedules, coordinates and takes minutes for departmental and cross functional meetings.
10. Maintains adequate office supply inventories and processes purchase orders for standard and special order items.
11. Performs other duties as assigned. These may include but are not limited to: Performing tasks and special projects assigned by management to facilitate department efficiency. Maintaining a current knowledge base of department processes and procedures, pursuing self-directed learning and continuing education opportunities, and participating on committees, task forces, and work groups as determined by management.

Category: Admin & Clerical

 (Monday-Friday, 7:00a-4:00pm).