Administrative Manager, Patient Care

POSITION TITLE: Administrative Manager

STATUS: Full Time, Exempt 

ANNUAL SALARY: $65,000 per year

LOCATION: 20% of time expected in Ann Arbor Administrative Office

TRAVEL REQUIREMENTS: State wide travel as needed, sometimes on short notice

BENEFITS: Medical, Dental, Vision, STD, LTD. Life & ADD, 403B, Flexible Spending Account, Generous Paid Time off Program and Free healthcare at our clinics for you and your immediate family!

Planned Parenthood of Michigan has implemented a mandatory vaccination policy requiring COVID-19 vaccinations including boosters when eligible for all employees.

Position Description

The Administrative Manager Patient Care, reporting to COO and supporting the COO, and CMO, provides high-level administrative support to the leadership within the Patient Care Department. This role focuses on streamlining operations, managing schedules, coordinating meetings, and handling communication to ensure the efficient functioning of the division and the delivery of quality patient care.  This position is hybrid: at a minimum, the incumbent will work on-site at the Ann Arbor Administrative Office at least 1 day per week,  depending on Patient Care Department's needs and demands. This staff person will fully embody a commitment to race equity, evidenced in all interactions with PPMI colleagues and external stakeholders.

Essential Functions:

Administrative Support:

·       Managing calendars, scheduling appointments, organizing meetings, preparing documents, and handling correspondence.

·       Reconcile monthly credit card statements for all patient care leaders as well as mileage reimbursement and expense reports, upon request.

·       Assist with invoice approval.

·       Assist with inventory management and distribution of supplies coming to the Administrative Offices.  Prepare and mail or ship items as needed or requested.

·       Responsible for sorting and distributing all incoming and outgoing mail for the Patient Care Leadership team received at the Ann Arbor Administrative Office.

·       Assist with training, conference and travel scheduling for Patient Care Leadership team.

·       Support timecard approval coverage for Patient Care Leaders.

Communication Liaison:

·       Acting as a point of contact for internal and external stakeholders, facilitating communication between different departments and individuals. 

·       Collaborate with Patient Care Department and other administrative staff on the Patient Care and Choice Voice newsletters and other communication.

Meeting Coordination:

·       Scheduling, organizing, and preparing materials for meetings, including agendas, presentations, and minutes. 

Information Management:

·       Maintaining records, files, and databases, and ensuring the confidentiality of sensitive information

·       Coordinate with Patient Care Leaders, Health Center (HC) Managers, and recruiters to ensure each HC has staff that are CPR certified.  Maintain list of employees with CPR certification per HC, monitor and ensure renewals are completed ahead of expiration with minimal disruption to patient care, and, when needed, coordinate CPR training in first few weeks of orientation for new hires.

·       Support and lead Title X reports and updates, including collection of quarterly program plan updates, and update quarterly status report to be reviewed by SVP Patient Care Operations before submitting to State of MI.

·       Coordinates with HR team to track Patient Care staff trainings and CAL completions.

·       Manages and coordinates documentation required for Learners in the affiliate.

·       Coordinates required media (posters, framed resources) for display in health centers

Project Support:

·       Assisting with various projects and initiatives within the Patient Care Department, including data collection, analysis, and reporting, including management and tracking of health center reports, logs and documents.

·       Coordinate and manage patient care coverage schedules for all physicians, clinicians, and Health Centers.  Keep centralized schedule for all PTO requests and review with Patient Care leaders for coverage plans/needs to allow people leaders to communicate PTO approval or denial based on ability to meet patient care access needs and organization budget.  Communicates with the PPGC Access Center any planned schedule changes as well as unexpected health center changes.

Skills and Qualifications:

·       Strong Communication Skills:

Excellent verbal and written communication skills are essential for interacting with diverse stakeholders. 

·       Organizational Skills:

The ability to manage multiple tasks, prioritize effectively, and maintain organized records is crucial. 

·       Problem-Solving Skills:

The capacity to identify and resolve issues independently and proactively is important. 

·       Proficiency in Office Software:

Familiarity with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software is typically required. 

·       Discretion and Confidentiality:

The ability to handle sensitive information with discretion and maintain confidentiality including HIPAA is paramount.

·       Healthcare Knowledge:

Some knowledge of the healthcare industry and its operations can be beneficial. 

Educational Background:

A high school diploma or GED is the minimum requirement, but an associate or bachelor's degree in a related field (e.g., business administration, healthcare administration) can be advantageous. 

Experience in a similar administrative or executive support role is preferred but not required. 

The above duties and responsibilities are not an exhaustive list of required responsibilities, duties and skills. Other duties may be added, and this job description can be amended at any time.

Key Requirements

·       Commitment to advancing race(+) equity in one's work: interest in expanding knowledge about the role that racial inequity plays in our society.

·       Awareness of multiple group identities and their dynamics; bring a high level of self-awareness about personal identity, empathy, and humility to interpersonal interactions.

·       Demonstrated ability to communicate clearly and directly as well as hear and act on feedback related to identity and equity.

·       Strong sense of accountability to diversity, equity and inclusion principles and practices.

·       Understand the impact of identity dynamics on organizational culture.

·       Commitment to Planned Parenthood's In This Together service ethos, workplace values, and service standards.

We value a truly diverse workforce and a culture of inclusivity and belonging. Our goal is to attract qualified candidates and encourage applications from all individuals without regard to race, color, religion, sex, national origin, age, disability, veteran status, marital status, sexual orientation, gender identity, or any other characteristic protected by applicable law.  We're committed to creating a dynamic work environment that values diversity and inclusion, respect and integrity, customer focus, and innovation.