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Admin Specialist Assoc Health

Company: University of Michigan
Location: Ann Arbor
Posted on: November 17, 2021

Job Description:

Summary

The Michigan Radiation Oncology Quality Consortium (MROQC) is a clinical data registry founded under the partnership of Blue Cross Blue Shield of Michigan/Blue Care Network and the University of Michigan in 2011. Since that time, MROQC has grown to a collaborative of 28 sites across the state of Michigan dedicated to improving the radiation treatment experience for patients. The MROQC Coordinating Center is part of the University of Michigan, funded by the BCBSM Value Partnerships initiative, and located in Ann Arbor*. For more information regarding MROQC, please see

The MROQC Coordinating Center is currently looking for a highly skilled individual who will serve as an Administrative Operations Specialist for the program. The Administrative Operations Specialist position requires a highly skilled person with a broad skill set and a great deal of experience. The ideal candidate will be a detail-oriented self-starter who will join the team and be able to hit the ground running as a critical member of the Coordinating Center team. The candidate will help provide administrative oversight of projects and program operations and have a great deal of autonomy to make decisions and should have the maturity and experience to know when decisions are within her/his purview, and when they need to be elevated. While working to advance the goals and objectives of the MROQC, the successful candidate will operate in their role with minimal supervision and will be expected to think critically, problem solve, exercise independent judgement, and contribute significantly to the operations of the Coordinating Center.

Mission Statement

The mission of the University of Michigan is to serve the people of Michigan and the world through preeminence in creating, communicating, preserving and applying knowledge, art, and academic values, and in developing leaders and citizens who will challenge the present and enrich the future.

Responsibilities*

Administrative Support and Oversight:

  • Support the daily operations of MROQC, including assisting with webinars, workgroup video conferences, trainings, and site visits
  • Schedule and provide logistical support for all meetings, workgroups, and webinars, including taking detailed meeting minutes and provide written reports from those meetings including action items, in a timely manner.
  • Coordinate and schedule effective internal and external communication processes regarding the status of projects by working directly with the MROQC Coordinating Center team, members, and other stakeholders.
  • Oversee financial functions of the collaborative such as the preparation, reconciliation, and processing of expense reports and other reimbursements, estimating yearly encumbrances, vendor contracting, managing purchase orders and billing, and budget reconciliation. Other duties will include, but not be limited to, procurement of goods/services using M-Pathways, reconciling P-card statements, etc.
  • Provide complex calendar management, exercising discretion and judgment to analyze and appropriately prioritize complicated and challenging schedules; setting priorities when there is a conflict; obtaining information regarding the meeting and providing Program Manager with background information needed for decision making regarding scheduling major meetings.
  • Provide high-level, pro-active support for collaborative meetings, including scheduling, meeting material and agenda content tracking and preparation, taking minutes and/or notes, tracking action items and decisions made, and generating all necessary follow-up correspondence to ensure work is completed as appropriate to support related meeting business and to prep for subsequent meetings.
  • Prepare and edit presentations/dashboards that include charts and graphs to produce a professional product.
  • Prepare vendor contracts, including managing room and meal reservations, and coordinating audiovisual equipment use
  • Organize travel for team members and external speakers
  • Develop and support current projects that require innovative approaches to problem solving to execute high value solutions and standardize program operations to increase efficiency and effectiveness.Communications oversight for the collaborative, which will include:
    • Curate the content for a regular newsletter, websites, factsheets, presentations, social media, and other platforms to position MROQC with key audiences, including MROQC members, University and BCBSM leadership, the media, and the public.
    • Develop and implement communications strategies to disseminate information about the efforts and achievements of the MROQC through various internal and external channels.
    • Proactively identify, develop, implement, and assess communication and methods and tools to continuously position MROQC's work and research with key audiences. Continually evaluate the effectiveness of communications processes and implement approaches for improvement.
    • Assess and monitor communication traffic, including website traffic, social media interactions, media coverage, and ongoing colleague/peer analysis.
    • Monitor social media, news and academic publications and track for inclusion in reports to funder and sharing across the collaborative network.Required Qualifications*

      Education and Experience:
      • Bachelor's degree or equivalent combination of education and experience.
      • Considerable administrative experience is necessary with 5 or more years of previous related experience. Our ideal candidate will have experience working in a team oriented, fast-paced work environment with a proven track record of meeting deadlines, anticipating the needs of the team, and delivering a high-quality product.
      • Demonstrated problem solving skills. Ability to work efficiently and independently with minimal supervision and maximum collaboration in a team environment.
      • Ability to plan, organize and assist in directing the activities of others. Knowledge of University policies, procedures, and regulations.
      • Proven experience and strong proficiency working in programs such as: Windows, Microsoft Office applications (Word, Excel, PowerPoint, etc.), Eventbrite, Human Resources Management Systems (such as M-Pathways, Concur, etc.).
      • Individual must be able to travel periodically within the state of Michigan for meetings (on average 3 times a year)Desired Qualifications*

        • Prior experience within the University of Michigan and familiarity with their systems, policies, and procedures.
        • Academic health system or medical center experience.
        • Knowledge of medical/oncology terminology.
        • Bachelor's degree in business administration, Health Services Administration, Public Health, or related field or an equivalent combination of education and experience.
        • Event management experience, including the use of Zoom Meeting and Zoom Webinar a plus.
        • Experience using Asana (project management tool).Attributes:

          --- Proven ability to be highly organized and self-motivated; able to manage multiple projects without loss of quality.

          --- Demonstrated ability to prioritize, meet deadlines, and produce detailed and accurate work.

          --- Efficient and enjoys detailed work such as tracking communications, policies, and procedures.

          --- Ability to set priorities, handle multiple assignments and deadlines and display excellent judgment while operating in a flexible and professional manner; strong ability to multitask while remaining focused is essential.

          --- Strong oral and written communication skills (> 50 wpm), with the ability to write clearly and concisely for various mediums.

          --- Ability to perform complex tasks, to work independently to organize workload, to be accountable for high quality work, and to meet all established deadlines.

          --- Demonstrated excellent problem solving, analytical and critical thinking skills.

          --- Ability to work independently with minimal supervision and maximum collaboration in a team environment.

          --- A high degree of initiative, resourcefulness, and the ability to anticipate needs.

          --- Must be able to take direction from several people and have proven ability to prioritize tasks with conflicting deadlines, handle frequent interruptions, and meet deadlines.

          Additional Information

          This is not a remote position. However, during the COVID pandemic, we are following the guidelines set by state and federal government agencies and Michigan Medicine to telecommute during this time.

          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.

          U-M EEO/AA Statement

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

          U-M COVID-19 Vaccination Policy

          COVID-19 vaccinations are now required for all University of Michigan students, faculty and staff across all three campuses, including Michigan Medicine. This includes those working or learning remotely. More information on this policy is available on the Campus Blueprint website or the U-M Dearborn and U-M Flint websites.

          Job Detail

          Job Opening ID

          203916
          ..... click apply for full job details

Keywords: University of Michigan, Ann Arbor , Admin Specialist Assoc Health, Administration, Clerical , Ann Arbor, Michigan

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