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Mission Statement

Our department mission: We are leaders in Family Medicine, who transform primary care and optimize health for communities and people at all stages of life. We accomplish this through compassionate relationship-based care, exemplary teaching, cutting-edge research, and promotion of health equity.

Job Summary

The Department of Family Medicine seeks candidates for an Admin Specialist position to support routine operational infrastructure financial maintenance support and special projects, as well as to provide support to the department?s Japanese visitor program. The ideal candidate will be highly organized, detail-oriented, and have a service-oriented attitude. The candidate also needs to be able to read, write, and speak Japanese and English. In this position, you will work closely with department finance manager, research administrator and project manager along with other administrative staff to update, organize and input financial data. Responsibilities include data review and entry, directed data clean-up and analysis, as well as financial reconciliation. Key tasks of the coordinator portion include but are not limited to assisting in the coordination for the physicians and the medical students from Japan to rotate at the Japanese Family Health Program (JFHP), which includes but is not limited to scheduling, preparing, communicating and providing support for the visitors, including translating information from English to Japanese and Japanese to English. The coordinator will also assist in communicating with the attending faculty and relevant U-M units to coordinate and prepare the visit. This is a hybrid position.

Responsibilities*

1. Financial Support responsibilities (85%):

1. Knowledgeable in SharePoint and advance Excel spreadsheets applications

   1. Financial reconciliation processes and responsibilities
   2. Develop design specifications and work with technical staff to assist with development and testing of production reports and information systems.
   3. Provide complex administrative support to department project teams and financial professionals as it relates to data.
   4. Design, build and maintain a Leadership report for ad hoc reporting.
   5. Develop and document policy and workflow process for assigned projects
   6. Participate in team meetings, assist team members, provide backup coverage for other administrative positions.

2. JFHP Coordinator responsibilities (10%):

   1. Coordinate visit dates
   2. Collect, translate and submit application materials to appropriate U-M units
   3. Communicate with U-M units
   4. Communicate with the visitor to help with visit preparation
   5. Provide on- and off-site support for the visitor during their visit
   6. Provide post-visit administrative work including collection of evaluation forms
   7. Manage and update documents related to the visits

3. Perform other duties as assigned (5%).

Required Qualifications*

• Candidate must have excellent oral and written communication skills in Japanese and English.
• Bachelor's degree in health-related, education, social science or business field.
• Experience with handling sensitive data in compliance with rules and regulations.
• Excellent interpersonal skills.
• Proficient in Microsoft Excel (functions, data modeling, pivot tables, etc). Use of Microsoft web platform SharePoint.
• Demonstrate comfort and mastery with Microsoft 365, Outlook, Teams, Zoom, Websites and databases.
• Demonstrate ability to set priorities, handle multiple assignments, work collaboratively with team members, and meet competing deadlines.

Desired Qualifications*

• Bachelor's or equivalent combination of education and experience
• 5-8 years of healthcare experience in direct patient care and/or research administration.
• Experience in direct patient care using and documenting in an electronic medical record.
• Experience in healthcare research support with an awareness of various compliance rules and regulations.
• Use of Tableau Creator software, data visualization tools and dashboards.
• Knowledge of UM policies and procedures.
• Experience working with UM administrative systems such as M-Pathways, Business Objects, and other key administrative systems.

Modes of Work

Positions that are eligible for hybrid or mobile/remote work mode are at the discretion of the hiring department. Work agreements are reviewed annually at a minimum and are subject to change at any time, and for any reason, throughout the course of employment. Learn more about the work modes.

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 Statement

The University of Michigan is an equal employment opportunity employer.