ADMINISTRATIVE SPECIALIST ASSOCIATE (Nurse and Physician Assistant Recruitment a

University of Michigan, Ann Arbor Michigan, US

Work at University of Michigan


University 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 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*Key responsibilities include but are not limited to:Personnel ManagementOversees maintenance of employee personnel records in accordance with Michigan Medicine standards to include license and CHCR certifications, performance evaluations, annual mandatories, OHS requirements. Payroll (biweekly and monthly), PTO tracking and NRR calendar Staff access and equipment Annual Internal Controls complianceFinanceResponsible for all transaction processing, and financial analysis and reporting (ePro reqs, non-Pos, invoicing and billing; expense reports; Pcard) Completes financial reports, analysis, and projections. Prepares budgets, forecasts and reconciliation of expenditures and makes recommendations to stay within budgetary constraints. Conducts monthly statement of accounts; investigates discrepancies. Oversees 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) paymentsHuman Resources Compliance & New Hire OnboardingMulti-state licensure verification Fingerprinting (process compliance) University of Michigan and Michigan Medicine account access Degree VerificationProject Management: RecruitmentCoordination of NRR events including bi-annual Nursing at Michigan Career Fair, Nurse Week program, Excellence Awards, Education Fairs 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) Applicant sourcing- mining from Applicant Tracking System and identifying/notifying recruiters of licensure disciplinary notices from LARA 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) NRR Annual Report Tech Enhancements including documentation of processes to ensure compliance with MM policies and employment law. HireVue, Service Now, Constant Contact Support for video and photo shoots Graphic designs for flyers, handouts, advertising RetentionWelcome cards to all new hires Exit surveys New Hire Survey Employee Retention programs (Nurse Week, Excellence Awards, Daisy Awards)Data ManagementNew hire tracking Termination/transfer reports; headcount/roster for Job Family 31 and Nursing and PA Leadership Service Now reports Create and update e-manuals for NRR processes. Onboarding Return to Work Executive Search Unit/Department support for data request for DEI, workforce, degreeDepartment OperationsTelephone triage and customer service & support (to both internal and external customers) Monitors marketing and promotional items to maintain inventory and Nursing at Michigan brand integrity. Prepares and staffs weekly NRR staff meetings (minutes and follow-up on action items) Monitors NRR database information to ensure confidentiality and integrity of the data. Maintains NRR policy and procedures; monitors NRR shared drive content and upkeep. Department COOP plan revisions

Required Qualifications*

Education:Bachelor's degree in Human Resources, Business Administration, Informatics, Marketing, or an equivalent combination of education and experience is required.Experience:Minimum of three (3) years of experience working in an administrative role, project manager or related experience in Human Resources or Talent Acquisition is required. Experience in a healthcare environment is preferred.Previous work experience and proficiency with data entry, editing and data scrubbing.Skills/Abilities:This individual must have a high degree of accuracy and attention to detail.Advanced computer skills using Microsoft applications, including Word and Excel is required.Significant familiarity with enterprise productivity software, such as the Microsoft Office suite and Google Drive/Tools-Sheets and Docs. Familiarity with Qualtrics.Excellent customer-focused interpersonal skills, as demonstrated by the ability to work effectively with individuals and teams, across disciplines.Department Expectations: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.Excellent communication skills as demonstrated in oral and written forms; ability to maintain confidentiality.Excellent organizational skills and demonstrated ability to prioritize and multi-task; skills related to event planning and coordination is highly desirableFlexibility and the ability to adapt to change is required.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. Experience with Google Docs, Google Sheets, Google Drive, Adobe Acrobat Pro, MS PowerPoint and Constant Contact is highly desirable. Experience working with HR and financial database programs is desired. Recent work experience in budget/ finance and accounts reconciliation is desired. Experience in event planning and/or marketing/ advertising Experience working in a healthcare environment is highly desirable. Working knowledge of U-M Health, Michigan Medicine policies and procedures

Work Schedule

Hours per week: 40 FLSA: non-exempt Shift/ Days/ Hours: Typically, 8-hour shifts with work hours between 8AM and5PM; Monday through Friday; required to flex shifts based on the needs of the department. Occasional evening and weekend hours will be required to support NRRsponsored events. Note: It is a department expectation that work hours and dayswill be flexed to the needs of the department. Currently the NRR Team works a (3) dayin office & (2) dayremote hybrid work model; this 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

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.

Application Deadline

Job 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 Process

Michigan 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.

Vaccine Requirements

COVID-19 vaccinations are required for all students, faculty and staff working in the following areas: Michigan Medicine including the Medical School, Dental School, University Health Service or the Mary A. Rackham Institute. This includes those working remotely and temporary workers. More information on this new policy is available on the U-M Health Response.

U-M EEO/AA Statement

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