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Training Programs Assistant

How to Apply

A cover letter is required for consideration for this position and should be attached as the first page of your resume. The cover letter should address your specific interest in the position and outline skills and experience that directly relate to this position.

Job Summary

Department Summary:

University Health and Counseling (UHC) provides comprehensive, public-health informed preventative and clinical services (counseling-individual, group, relationships; 14 different medical services and specialties, nursing, pharmacy, diagnostic services), mental health promotion, education, training, outreach, and postvention to the U-M campus community (students, faculty, staff, retirees and guests). An actively merging unit of two accredited departments-University Health Service (Accreditation Association for Ambulatory Health Care/AAAHC) and Counseling & Psychological Services (International Association of Counseling Services/IACS)-with >220 staff and trainees, UHC provides coordinated, integrated care within the same electronic health record (Epic/MiChart) as Michigan Medicine (MM), where many community members also receive emergency, inpatient, and outpatient care (e.g., MM emergency departments, inpatient services, intensive outpatient programs, partial hospitalization programs, and specialist ambulatory care). UHC operates in two primary locations (Michigan Union, 530 S. State St.; University Health Service, 207 Fletcher St.) as well as in embedded counselor offices in 18 schools/colleges across central and north campus. UHC is a unit of U-M Student Life (SL) and reports to the SL Associate Vice President for Health & Wellbeing and up to the Vice President of Student Life, who is a U-M Executive Officer (EO).

Position Summary:

This position will provide administrative support to the Associate Director of Training Programs, the Assistant Directors for Social Work and Psychology training, and the overall office, requiring discretion and following the laws of the Michigan Mental Health Code. It is also part of a team which works together to support the department efficiently and professionally, assisting students, and staff.

This position also works closely with the Training Program Leads and Coordinators of our six training programs, plus provides some coordination and support for campus-wide agency initiatives. The CAPS support staff team is highly collaborative and assists with a wide scope of duties, including purchasing, scheduling mental healthcare appointments and providing other supports for clinical services, as well as general organizing and office management.

Responsibilities*

Administrative - 65%

+ Coordinate agency events, seminars, meetings including reserving venue and catering correspondence, registration, and materials

+ Coordinate agency documents and reports

+ Support Continuing Education efforts

+ Keep track of all documentation, attendees, ensure application forms are submitted in a timely manner for the National Association of Social Workers, American Psychological Association, and

+ National Board for Certified Counselors

+ Schedule confidential mental healthcare appointments

+ Maintain follow-up systems to ensure deadlines are met

+ Backup front desk duties

+ Pickup and distribute department mail from building mail room

+ Attend all staff meetings and agency meetings as needed

Training Program Administrative Support

+ Assist with APA re-accreditation application, required documents, and any audit review

+ Assemble and copy agency training manuals

+ Create and maintain agency training files

+ Coordinate trainee search processes

+ Coordinate Orientations:

+ Type and update training Orientation schedules

+ Collect materials from seminar leaders for Orientation binder

+ Assist trainees with questions regarding procedures, including digital recording

+ Take minutes for Training Committee meetings

+ Create and keep yearly Training Calendar up to date

+ Coordinate the use of facilities, services, and equipment

Human Resources - 15%

+ Coordinate job posting documentation for full time trainees

+ Support trainee selection process from end-to-end, from retrieving applications to scheduling, onboarding, and offboarding new trainees

+ Create online identities for part-time non-University affiliated trainees using the Sponsor System

Financial - 10%

+ Coordinate travel arrangements and hosting for guest speakers

+ Process stipend payments throughout the year for trainees and guest speakers

Procurement - 10%

+ Review and verify vendor invoices and University payment forms

+ Support purchasing needs of the agency

+ Confirm accuracy of invoice and account numbers, terms and amounts.

Required Qualifications*

+ High school diploma or GED

+ Minimum of 2 - 4 years of administrative support experience or related experience

Desired Qualifications*

+ Associate's degree in a business or health related field

+ 5 years of administrative support experience in a healthcare setting or related setting.

+ Experience supporting a leader

+ Knowledge of university's policies and regulations

+ Knowledge of third-party reimbursement, policies and procedures

+ Proficiency Microsoft Office, Google software, Zoom

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 thework modes (https://hr.umich.edu/working-u-m/my-employment/ways-we-work-resource-center/ways-we-work-implementation-group/modes-work) .

Additional Information

**Position Responsibilities Criteria** (leadership and behavioral qualities expected in this position):

+ Able to work with various other job families, such as clinical and nursing

+ Proficiency Microsoft Office, Google software, Zoom

+ Able to multi-task and work in a fast-paced, busy environment

+ Able to take direction from multiple disciplines

+ Flexible to work between multiple areas

+ Proven ability to interact and engage professionally with a heterogeneous group of individuals

+ Demonstrated ability to handle confidential and highly sensitive situations and communications

+ Demonstrated ability to work independently and as a member of an extended team

Financial/Budgetary Responsibility:

N/A

Working Conditions:

+ Monday - Friday, 8am-5pm. May be required occasionally to work until 6 pm throughout the academic year. Hybrid: In office 4 days a week and option to work remote 1 day a week.

Physical Requirements:

+ The incumbent is required to remain in a stationary position for extended periods.

Direct Reports:

N/A

$39,650 to $45,600- starting salary may vary depending on qualifications, experience, and education of the selected candidate.

This role may have reporting obligations under Title IX and Clery.

Authorization to work in the U.S. is a precondition of employment and applicants for this position will not be sponsored for work visas.

Relocation will not be offered for this position.

Selected candidates whose start date is 4/1/2025 or after, will not be eligible for the university FY25-26 salary/merit plan unless otherwise notified.

\#studentlife

Application Deadline

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.

U-M EEO Statement

The University of Michigan is an equal employment opportunity employer.

Job Detail

Job Opening ID

264773

Working Title

Training Programs Assistant

Job Title

Administrative Assistant Inter

Work Location

Ann Arbor Campus

Ann Arbor, MI

Modes of Work

Hybrid

Full/Part Time

Full-Time

Regular/Temporary

Regular

FLSA Status

Nonexempt

Organizational Group

Dsa Central Administ

Department

Counseling Services

Posting Begin/End Date

6/06/2025 - 6/20/2025

Salary

$39,650.00 - $45,600.00

Career Interest

Administration