University Pediatricians (UP) serves as the practice plan for the Department of Pediatrics at Central Michigan University College of Medicine. UP is affiliated with Children's Hospital of Michigan. University Pediatricians is an IRS recognized 501c3 not-for-profit Corporation and serves all patients regardless of ability to pay.
Our mission is to provide essential access to care for a significant population of children with chronic illnesses within Michigan and the surrounding region. Ensuring that University Pediatricians can continue to serve our patient population is a key element to our contracting strategy.
University Pediatricians is currently looking for an experienced Administrative Assistant to work full timein the division of Hematology/Oncology. We offer a comprehensive benefit package to include:
· Medical, dental, vision, Flexible Spending Account, Health Savings Account, Group Life and Disability Insurance, Hospital, Accident and Critical Illness
· 401K Profit Sharing Plan
· Tuition Assistance
· Professional Development-Continuing Medical Education
· Employee Assistance Program
Position Purpose:
This position is primarily responsible for providing high-level administrative support to the various division chiefs.
Qualifications:
· Associate's degree (A. A.) or equivalent from two-year college or technical school preferred; or three to five years related experience and/or training; or equivalent combination of education and experience required.
· Proficiency with Microsoft Outlook, Word, Excel, PowerPoint, Teams, Zoom, and shared drives.
· Ability to manage PDFs, forms, calendars, spreadsheets, and databases.
· Familiarity with institutional systems for travel, expenses, purchasing, HR, grants, and credentialing preferred.
· Ability to maintain organized electronic files and document repositories.
· Read and comprehend instructions, short correspondence, and memos. Write basic correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization. Perform basic mathematics to include, addition, subtraction, multiplication, and division in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs. Complete detailed but uninvolved written or oral instructions. Ability to manage problems involving a few concrete variables in standardized situations.
Certificates, Licenses, Registrations: None
Responsibilities and Duties Including But Not Limited To
1. Assisting in the management of the Division Chief’s complex calendar, including clinical, administrative, academic, research, institutional, and national leadership commitments.
Responsibilities include:
a. Scheduling and prioritizing meetings based on urgency, strategic importance, and deadlines.
b. Coordinating meetings across multiple institutions, departments, time zones, and external organizations.
c. Anticipating conflicts and proactively resolving scheduling issues.
d. Protecting dedicated time for grant writing, manuscript preparation, faculty development, strategic planning, and division leadership work.
e. Coordinating travel itineraries, conference schedules, and reimbursement documentation..
2. Serve as a professional liaison between the Division Chief and internal/external stakeholders.
a. Drafting, proofreading, and formatting professional emails, letters, memoranda, and institutional communications.
b. Monitoring incoming requests and helping triage items requiring urgent attention.
c. Communicating with hospital leadership, department chairs, faculty, APPs, trainees, research collaborators, external societies, and philanthropic partners.
d. Preparing agendas, minutes, and follow-up action items for meetings.
e. Maintaining confidentiality and professionalism in all communications.
3. Support the day-to-day administrative operations of the Pediatric Hematology/Oncology Division.
Responsibilities include:
a. Division meeting coordination
b. Leadership meeting coordination
c. Tracking division priorities, deadlines, deliverables, and follow-up items.
d. Maintaining updated faculty rosters, contact lists, division chief’s CVs, and maintenance of regulatory credentialing privileges
e. Assisting with onboarding logistics for new faculty
f. Supporting preparation of annual reports, division updates, program reviews, and institutional presentations.
g. Managing division communications
h. Resolving clinic operational issues
i. Retrieval of patient medical records as needed
j. Answering phone inquiries and directing calls appropriately including triaging patient calls and scheduling/rescheduling appointments as needed
4. Assist the Division Chief with faculty development, promotion, recruitment, and academic documentation.
Responsibilities include:
a. Coordinating faculty recruitment schedules, interview agendas, candidate packets, and follow-up communications.
b. Supporting preparation of promotion and tenure materials.
c. Assisting with faculty evaluation timelines and annual review documentation.
d. Supporting letters of recommendation, nomination letters, and institutional recognition submissions
e. Coordinate educational rotators
f. Coordinates educational programs
5. Provide administrative support for division-level clinical programs and service lines.
Responsibilities include:
a. Helping track clinical program goals, quality improvement initiatives, and operational deliverables including:
i. Patient volumes
ii. No show rates
iii. RVU totals
b. Supporting preparation of presentations for hospital leadership, quality committees, and service line reviews.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
All employment decisions are made based on an individual’s qualification for a particular job. Consistent with the principles of equal employment opportunity and are administered without regard to race, color, religion, sex, age, national origin, disability, height, weight, marital status, genetic information covered veteran status, sexual orientation or any category protected by applicable law.
EOE M/F/VET/DISABLED
Pay: $45,000.00 - $55,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Employee discount
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Tuition reimbursement
- Vision insurance
Work Location: In person
