Administrative Assistant III

As the only administrative assistant for the Acute Care Flow and Care Management teams, this position oversees and provides comprehensive admin support for Case Managers, Social Workers, Case Management Assistants, Utilization Review nurses, Transition Support Call Center nurses, Complex and Community Care social workers (about 165 in total) across Ann Arbor, Chelsea and Brighton hospitals.  

Essential Functions

Principal timekeeper for all departments, including putting in schedules, reconciling timecards, and preparing timecards for sign-off.  Also acts as liaison with leave team and regional timekeeping staff to ensure accuracy and resolve any questions or disagreements regarding timecards.  Processes any timecard corrections in an efficient manner. 

Handles significant volume of sensitive and confidential data, including records related to personnel, payroll, attendance, billing, work and purchase orders. Develops, implements and maintains departmental record-keeping and filing systems. Prepares, maintains and processes, updates a variety of records and logs. 

Independently prepares non-routine correspondence, documents and reports. Develops a variety of forms, tables, charts, presentation materials, manuscripts, contracts, and records that are often complex. Proofs and edits final materials for accuracy, consistency and clarity, and may submit for approval. Handles/processes information of a confidential or highly sensitive nature on a daily basis. Plans and organizes routine office workflow.  Regularly relieves manager of routine administrative details where errors are likely to cause moderate cost.  Takes action on items not requiring the personal attention of the manager.

Coordinates arrangements for meetings and conferences, including scheduling, catering, preparing materials, and follow-up activities. 

Maintains calendars and schedules of supported personnel. Responsible for working with colleagues across the system to prioritize meeting dates and times as well as working with Director, Operations Managers and other team leads to ensure their participation etc.

Organizes and monitors hiring tracker, contacts and conducts additional pre-screening for candidates, and is responsible for scheduling interviews for candidates across departments. Responsible for facilitating shadowing by candidates and completion of necessary paperwork to facilitate the same.  Prepares any necessary materials and assists with onboarding process for new hires, including orientation scheduling, compiling orientation manuals, and managing any other associated paperwork.

Assists in coordinating charitable efforts, such as the running of the Patient Food Pantry, by being the point of contact for communications, inventory (including restocking), and collecting sign-out logs.  Also assists in coordination for donations for the Patient Clothes Closet and DME Closet.

Assignments are broad in nature and usually require originality and ingenuity, as well as the regular use of judgment and discretion to solve complex problems where the answer is not apparent. Ability to select the best solution from several “right” answers requiring comprehensive and detailed knowledge of applicable departmental and system policies/procedures and basic knowledge of specialized field. Performs a wide variety of administrative duties with high volume and complexity.

Assists in developing and monitoring departmental budgets and financial activity by gathering appropriate reports and records, tracking expenditures, and identifying and resolving errors and discrepancies.  Has delegated authority to authorize routine expenditures and to work with colleagues on expenses related to complicated discharge plans.

Processes transportation reimbursement payments, reviews transportation invoices and works with accounts payable to ensure accuracy of invoices and balance of purchase order per budget.

Opens, sorts, screens and routes incoming mail, with authority to open personal and confidential mail and prioritize items on behalf of the recipient.  Handles routine items independently.  Processes outgoing mail and packages.

Maintains department phone lists. Answers telephone, screens and prioritizes calls, and routes calls appropriately.  Takes and relays messages.  Notifies appropriate staff and directs visitors and deliveries to appropriate areas.

Recommends appropriate changes in office practices and procedures in order to improve productivity, efficiency and cost effectiveness.

Responds to inquiries from departmental personnel regarding departmental services, records, and other matters requiring in-depth knowledge of departmental operations and procedures.  Obtains and relays information on behalf of department staff, including data that may be sensitive or confidential in nature.

Maintains the confidentiality of information acquired pertaining to patient, physicians, employees and visitors to Trinity Health Hann Arbor.  Discusses patient and hospital information only among appropriate personnel in appropriately private places.

Assumes responsibility for performance of job duties in the safest possible manner, to assure personal safety and that of coworkers, and to report all preventable hazards and unsafe practices immediately to management.

Behaves in accordance with the Mission, Vision and Values of Trinity Health Ann Arbor.

Associates degree or equivalent, minimum of 7 years of administrative support experience.  Must have additional formal clerical and PC training.

Comprehensive and detailed knowledge of departmental and Hospital policies/procedures; basic knowledge of the specialized field in order to complete task/projects, approve transactions (e.g. forms processing, payroll or purchasing), or resolve non-routine administrative problems.  Advise and determine applicable policy, procedures and requirements (e.g., recommend procedures to improve efficiency of forms processing).

Mastered proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook, Access, etc.).  Proficiency using databases and graphics software.
Excellent organizational and time management skills.

Ability to see “the big picture” in order to be a primary resource to others and for department.

Strong attention to detail.  In-depth knowledge of medical terminology for transcription.

Excellent communication and interpersonal skills to effectively communicate with a wide range of staff, physicians, medical professionals, patients, visitors and other Hospital personnel, in order to relay and obtain information.  Considerable tact and discretion for dealing with sensitive and confidential information, and for daily interactions with high level contacts inside and outside the organization.

Strong analytical skills to compile, research, and analyze data from multiple sources, and prepare statistics to develop recommendations and reports.

Our Commitment

Rooted in our Mission and Core Values, we honor the dignity of every person and recognize the unique perspectives, experiences, and talents each colleague brings. By finding common ground and embracing our differences, we grow stronger together and deliver more compassionate, person-centered care. We are an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other status protected by federal, state, or local law.