The Obstetric Initiative (OBI) is a Collaborative Quality Initiative (CQI) statewide quality improvement project funded by Blue Cross Blue Shield of Michigan/Blue Care Network. The project is working to address variation in obstetric care with a first initiative of supporting vaginal birth and safely lowering the cesarean delivery rate among low-risk patients. This position is part of the OBI Coordinating Center team which is housed at the University of Michigan Ann Arbor North Campus Research Complex (NCRC).
OBI is seeking a highly motivated, detail oriented, experienced candidate who will not only accomplish the day-to-day tasks of an Administrative Assistant Senior, but also anticipate the needs of the Collaborative to help drive momentum and change. Under the supervision of the OBI Program Manager, this candidate will excel in a fast paced environment with great attention to detail.
Support the daily operations of OBI, including assisting with webinars, workgroup video conferences, trainings, regional meetings, and hospital site visits
Lead the management of the 70+ OBI hospital contact database to ensure quality communication
Organize, schedule, and coordinate events, including semiannual conferences and regional meetings
Organize travel for team members and external speakers
Prepare vendor contracts, including managing room and meal reservations, and coordinating audiovisual equipment use
Schedule and provide logistical support for meetings, workgroups, and webinars, including taking detailed minutes, drafting and disseminating materials
Prepare, reconcile, and process expense reports and other reimbursements. Other duties will include, but not be limited to, procurement of goods/services using M-Pathways, reconciling P-card statements, etc.
Manage hospitals’ OBI participation points in their monthly scorecards
Provide complex calendar management in support of the OBI Coordinating Center team exercising discretion and judgment to analyze and appropriately prioritize complicated and challenging schedules; respond to frequent changes in schedules; screen the purpose of meeting requests; set priorities when there is a conflict; obtain information with regard to the meeting and provide background information needed for meetings.
Support the OBI Data Managers to ensure that the hospital-based OBI Clinical Data Abstractors (CDAs) have the tools and knowledge needed to enable efficient and accurate data entry and reporting.
Maintain the log of the OBI Hospital CDAs training and audit status.
Lead the management of the 70+ OBI hospital agreements to assure a timely and successful remote HIPAA compliant electronic medical record audits. Develop a process for the remote audit, confirm all paperwork is in place just prior to the audit and maintain the adequate paperwork to enable the OBI Data Manager to audit medical records as needed. This will require a high level of attention to detail.
Manage the CDA questions to ensure timely responses and updates to the operations manual and FAQ.
Serve as a single point of contact for projects such as remote access audits and the OBI registry account and data platform access.
Maintain and update Clinical Data Abstraction support documents.
Coordinate and schedule effective internal and external communication processes regarding the status of projects by working directly with the OBI Coordinating Center team, hospitals, clinical data abstractors, and other stakeholders.
Take detailed meeting minutes and provide written reports from those meetings including action items, in a timely manner.
Develop and support current projects that require innovative approaches to problem solving to execute high value solutions and standardize program operations to increase efficiency and effectiveness.
Additional duties and responsibilities as assigned.
Education and Experience:
Associates degree or equivalent combination of education and experience.
A minimum of four years as an administrative assistant experience is required. Our ideal candidate will have experience working in a team oriented, fast-paced work environment with a proven track record of meeting deadlines, anticipating the needs of the team, and delivering a high quality product.
Proficient in Microsoft Word, Excel, PowerPoint, and Adobe Acrobat.
Exceptional writing and editing skills.
Proven experience and proficiency working in programs such as: Windows, Microsoft Office applications (Work, Excel, Powerpoint, etc), Eventbrite, etc.
Proven ability to be highly organized and self-motivated; able to manage multiple projects without loss of quality.
Demonstrated ability to prioritize, meet deadlines, and produce detailed and accurate work.
Efficient and enjoys detailed work such as tracking communications, policies and procedures.
Ability to set priorities, handle multiple assignments and deadlines and display excellent judgment while operating in a flexible and professional manner; strong ability to multitask while remaining focused is essential.
Strong oral and written communication skills (>50 wpm), with the ability to write clearly and concisely for various mediums.
Ability to perform complex tasks, to work independently to organize workload, to be accountable for high quality work, and to meet all established deadlines.
Demonstrated excellent problem solving; analytical and critical thinking skills.
Ability to work independently with minimal supervision and maximum collaboration in a team environment.
A high degree of initiative, resourcefulness, and the ability to anticipate needs.
Must be able to take direction from several people and have proven ability to prioritize tasks with conflicting deadlines, handle frequent interruptions, and meet deadlines
Previous experience with University of Michigan systems including M Community, Human Resources Management Systems (such as M-Pathways, Concur, etc) is preferred.
Prior experience within the University of Michigan and familiarity with their policies and procedures is preferred.
Academic health system or medical center experience is desired.
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.
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.
Job openings are posted for a minimum of seven calendar days. The review and selection process may begin as early as the eighth day after posting. This opening may be removed from posting boards and filled anytime after the minimum posting period has ended.
The University of Michigan is an equal opportunity/affirmative action employer.
Internal Number: 183949
About University of Michigan - Ann Arbor
A great university is made so by its faculty and staff, and Michigan is recognized as one of the best universities to work for in the country. The Michigan culture is known for engaging faculty and staff in all facets of the university to create a workplace that is vibrant and stimulating.For two consecutive years, the Chronicle of Higher Education has placed U-M in its "Great Colleges to Work For" survey. In particular, the university earns high marks for strong relations between faculty and administrators, a collaborative system of governance, strong pay and benefits, and a healthy work/life balance.