A cover letter outlining your qualifications and detailing your interest in this position is required for consideration. Please attach it to your resume when submitting your application.
Provide a full range of highly responsible administrative support to multiple clinical and research faculty members in the Department of Neurology. Support includes comprehensive administrative responsibilities associated with their research labs.
Responsibilities will include, but are not limited to: complete sponsor grant forms and PAFs for University of Michigan and VA grant applications; process protocol forms for projects through the VA and UM. Order and track office and laboratory supplies; maintain multiple Outlook calendars; People Pay, reconcile P-Cards and faculty discretionary funds; prepare and submit standard university forms related to research projects (IRB, UCUCA), VISA applications and renewals. Oversee and address administrative issues related to student, fellow, faculty and staff appointments and professional activities (stipends, thesis committees and defense, professional society memberships, material transfer agreements, patent applications and related correspondence, equipment purchases, etc.). Assist with job postings for laboratory staff and postdoctoral positions. Submit manuscripts, book chapters, reviews, and other documents for PMCIDs; manage receipts and related documentation from procurement, travel, and other financial transactions.
Assist faculty with correspondences, logistic planning and scheduling, and travel arrangements. Help plan, organize, coordinate, and advertise academic forums and events including symposia, lecture series, grand rounds, clinical case presentations and graduate level courses. Prepare schedule of presenters for weekly data club meetings. Maintain “on call” schedule for MS clinical faculty. Responsibilities include preparing and distributing itineraries, scheduling interviews, reserving meeting rooms, escorting visiting faculty to meetings and coordinating travel and reimbursement/honoraria for visiting faculty. Regularly update website and MCommunity email groups.
Occasional interaction involving matters of a highly confidential or sensitive nature may include contacts with university officials, government officials, administrators, potential and existing donors as well as patients.
Assist in the preparation, coordination, and submission of grant applications; submit items to NIH eRA commons; track due dates and deadlines for grant submission/resubmissions and progress reports for faculty. Work with administrative assistants in other centers/departments when necessary on materials related to multidisciplinary projects (i.e. program project grants, Collaborative Research Center). Regularly update biosketches, curriculum vitae and NIH Other Support and Resource pages for faculty. Keep CME credit records for faculty current. Assist Research Office with monthly financial reconciling process for sponsored projects including submitting the aforementioned documentation during this process.
Additional duties and projects as assigned.
Arrange travel, hotel, transportation for fellowship visits.
Create interview itinerary and organize events for fellowship visits.
Assist with CME application and onboarding.
Escort fellow to meetings as needed.
Act as point-of-contact for fellow.
Other responsibilities as assigned.
Associate’s degree or equivalent experience. 3-5 years of progressively responsible administrative experience required. Flexibility of work schedule needed.
Outstanding organizational skills and attention to detail. Demonstrated ability to prioritize and manage multiple tasks with competing deadlines and work effectively with frequent interruptions. Ability to work well both independently and in collaboration with faculty and staff as a team member. Ability to adapt to different working styles and personalities. Outstanding verbal and written communication skills. Excellent computer skills including Microsoft Word, Excel, PowerPoint, Outlook. Positive attitude and customer service orientation. Demonstrated ability to treat confidential and sensitive information in a discreet fashion. Reasonable knowledge of medical and scientific terminology or demonstrated ability to learn.
Bachelor's degree or equivalent combination of education and experience; at least five years of administrative experience; ability to relate to varied audiences; must have a good understanding of University policies and procedures; knowledge and experience of University grant application process, experience formatting grant proposals to the NIH and VA, along with working knowledge of EndNote reference database software. Knowledge of university policies and procedures as well as university systems including eResearch, Mpathways, Concur and the M-CV database helpful.
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.
Job openings are posted for a minimum of seven calendar days. This job 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: 153707
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.