University of Michigan · 14 hours ago
Administrative Assistant Sr
Ann Arbor, MI
Full-time
Hybrid
Mid, Senior Level
4+ years expThe University of Michigan is one of the largest health care complexes in the world, and they are seeking a Senior Administrative Assistant to join their Inpatient Occupational and Physical Therapy Department. This role involves providing comprehensive administrative support to the Director and assisting with HR, financial, and personnel responsibilities while ensuring efficient daily operational support.
E-LearningEducationHigher EducationUniversities
Responsibilities
Assist in the preparation of annual commodity and payroll budgets
Check, balance, prepare and process the annual salary increase program paperwork, maintaining bottom line equity
Assist in the preparation and processing of market adjustment paperwork, maintaining bottom line equity
Participate in the development of Division policies and procedures, ensure the updating and editing of the on-line OT and PT departmental policy and procedure manuals is maintained
Provide monthly, quarterly, and yearly reports and data on productivity, revenue, expenses, co-pay collection, referrals, monthly payroll spreadsheet, gift and education accounts, open and terminated positions, and supervisor and staff FTE status to Director of OT and PT
Manage the Division Director's calendar, making all appointments using Outlook calendar system
Provide administrative and secretarial support of highly sensitive and confidential matters, requiring independent discretion, judgment, and decision-making
Outlook Administrator for OT and PT department. Manage department group lists
Maintain OT and PT department Organization Charts
Time Sheet Review on supervisors that report directly to OTPT Director
Maintain OTPT supervisor's Blue Folders
Event planning - coordinate the use of facilities, services and or equipment as needed for OTPT retreats, department holiday celebrations, years of service and recognition celebrations, retirements, cite visits, in-services, special meetings, etc
Assist in the development of OT and PT departmental Internal Controls, update and edit as needed
Serve on department or division committees, prepare special reports, and assist with special projects as requested by the Director
Manage construction projects for remodels or renovations for OT and PT areas at UH and Mott
Manage facilitation of yearly Capital Equipment process
Maintain, assist and oversee the service agreements and maintenance contracts for equipment
Maintain OT and PT department disaster and fan out plans
Assist in OT and PT department for UH, Mott, space inventory management
Facilitate OT and PT UH building maintenance and environmental service issues
Department Administrator for telephone issues, repairs, new lines, change in services, etc
Manage and update department UCC phone and laptop inventories
Arrange annual room schedule needs for OT and PT
Respond and arrange for individual OT and PT room needs as requested
Administrative support to Director and 5 OTPT Manager/supervisors in the Inpatient Acute and Pediatric Hospitals
Respond to inquiries from over 175 OTPT staff and outside individuals regarding Division and University policies and procedures
Respond to operational problems and employee complaints
Maintain OT and PT staff personnel records. Maintain the personnel database. Provide updated lists i.e., address, email, seniority for OT and PT
Manage Human Resource activity for OT and PT by coordinating the handling of routine personnel paperwork: process and post open positions, completing the PARs for hire, terminations/resignations, salary adjustments, reclassifications, new positions, leave of absences. Assure compliance with affirmative action and assure equity in maintained. Prepare and process temporary staff and work study student employment paperwork
Process and monitor FMLA, work connections and worker?s compensation paperwork and compliance
Verify completion of annual performance evaluations, and up to date competency and mandatory compliance for OT and PT
Process yearly Blue Folder audits for the OT and PT department and assure compliance
Coordinate new staff orientations with the Human Resource Department and Director of OT and PT
Participate in the OTPT departmental orientation of new permanent and temporary staff
Authorized employees to obtain identification badge, pagers, and departmental keys
Arrange for staff access in ARWEB to NetLogin, Outlook, MiChart, LDAP-MEMS group, OTPT department shared drive and folders
Consult OT and PT staff regarding computer utilization
Verify current registrations, certifications, licensure of OT and PT staff
Verify and update Cactus program with NBCOT certifications
Interview, hire, train, supervise, discipline, and evaluate the performance of Office Assistants and temporary office staff
Department Timekeeper -Oversee, train, and problem solve issues on payroll for permanent OT and PT monthly, biweekly, and temporary staff. Process and monitoring of gross pay registers
Participate in OT and PT managerial staff meetings and take minutes. Attend and participate in OT and PT staff meetings. Backup taking minutes if needed
Attend hospital wide meetings when appropriate (budget meetings, new policies, payroll, new system training, etc
Reconciliation of 3 OT and PT Statement of Accounts and 4 Gift Accounts. Initiate corrective action when required
Process and authorize the preparation of MPathway Purchase Orders, Non-PO Vouchers, Petty Cash Reimbursement, and Cash Receipts
Process and monitor tuition reimbursements
Process the monthly reconciliation of P-Card statements for OT and PT in Emburse
Process the completion of OT and PT travel and hosting expense reports in Emburse
Process the management and monitoring of the OTPT staff annual Continuing Education allocation database for OT and PT
Orient new supervisors in the OT PT Division to personnel and payroll responsibilities, policies, and procedures
Orient, train and mentor temporary office staff
Assist in orienting less experienced staff
Provide feedback and act on feedback received in a professional manner
Keep current in program systems by working with and sharing information with team members and through continuing education opportunities
Complete orientation checklist and mandatories
Participate in appropriate continuing education courses to further develop personal growth
Qualification
Required
High school diploma or equivalent
At least 4 years of related administrative experience
Advanced computer skills, including proficiency with Excel, MS Word, PowerPoint, Adobe Acrobat, Outlook, Google Workspace, Dropbox, Qualtrics or other survey software, conferencing systems (Zoom, Microsoft Teams), and willingness to learn new software platforms
Exceptional organizational skills, accuracy, attention to detail, and follow-through with the ability to anticipate problems and take appropriate initiative
Effective at working independently as well as collaboratively within teams
Flexibility, a positive attitude, and a strong work ethic
Proven ability to manage time, prioritize tasks with conflicting deadlines, manage interruptions, and meet deadlines
Excellent oral and written communication skills, with experience in editing, proofing and writing
Ability to take directions from multiple supervisors
Ability to work under pressure in a complex environment and maintain a calm and professional demeanor
Demonstrated ability to interact professionally and confidentially with a diverse range of stakeholders
Strong dedication to customer service and an ability to work within a team-focused framework
Ability to work independently, set priorities, multitask, and meet multiple deadlines
Demonstrated ability to handle sensitive employee and business information with utmost confidentiality
Preferred
Associate's degree (preferably in business/office administration)
Knowledge of, or the ability to quickly learn about, U-M policies and procedures
Ability to navigate and manage ambiguity successfully with flexibility, proactivity, and resourcefulness
Experience preparing expense reimbursements
Experience scheduling meetings and managing calendars for one or more leaders
Experience in managing databases
Experience with event coordination experience
Thorough knowledge of University travel and reimbursement policies and procedures
Thorough knowledge of University payroll policy and procedures
Benefits
Excellent medical, dental and vision coverage effective on your very first day
2:1 Match on retirement savings
Company
University of Michigan
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.
10001+ employees
H1B Sponsorship
University of Michigan has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
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Trends of Total Sponsorships
2025 (662)
2024 (594)
2023 (787)
2022 (473)
2021 (411)
2020 (324)
Funding
Current Stage
Late StageTotal Funding
$359.75MKey Investors
Michigan Economic Development CorporationNational Institutes of HealthBreakthrough T1D
2025-07-17Grant· $1M
2025-06-07Grant· $1.17M
2025-04-23Grant
Leadership Team
Greg McGuire
Managing Director, Mcity
Robert Goodspeed
Chair, Urban and Regional Planning Program
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