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.
The Department of Physical Medicine and Rehabilitation seeks an Administrative Assistant Intermediate/Senior to support the Research Division within the Department. The successful candidate will support the Associate Chair for Research, the Director of Research, the Sr. Research Process Manager and other research faculty and staff. This person will report to the Sr. Research Process Manager.
• Coordinate meetings and conferences including reserving rooms, taking minutes, creating meeting materials, hosting/catering, setting up AV equipment and teleconferencing (Bluejeans). • Manage faculty calendars as assigned, including assisting the Associate Chair for Research and Director of Research with coordination of schedule activities and communications for the Research Division • Develop and manage electronic filing and tracking systems such as Box, Google Forms, REDCap etc. • Prepare manuscripts for submission to scientific journals, including formatting bibliographies according to journal specifications. • Provide website updates and support using multiple content management systems including Drupal and WordPress. • Maintain and update faculty MCVs and NIH biosketches. • Reconcile Concur expenses including PCards. Request honorariums and payments to consultants. • Schedule and coordinate travel, submit travel expense reports. • Procurement, including placing orders for multiple faculty and staff; creating consultant contracts and processing consultant payments and honorarium payments, corresponding with consultants, creating report templates and invoice templates. • Approve HSIP requests • Travel arrangements for faculty, staff and guests. • Assist faculty with presentations using Power Point, graphics and video clips. • Assist faculty with grant proposals, including formatting documents, requesting letters of support, reference management, and proof reading submission materials. • Provide support for HR such as job postings, scheduling interviews, hiring process, onboarding and off-boarding. • Update and maintain email lists. • Support the training fellowship and other postdoctoral fellowship programs within the department. This includes recruitment, onboarding and off-boarding of postdoctoral fellows; plan and support meetings, seminars and other trainings; tracking of current and past postdoctoral fellows, assist with annual reports to the sponsor. • Other duties as assigned.
Candidate must show a high degree of initiative and resourcefulness. The ability to seek answers, problem-solve, listen carefully and offer suggestions is essential. Experience in a research environment is preferred. The candidate must have excellent interpersonal, written and oral communication skills; the ability to work independently and with a team; exceptional organizational and customer focused skills; attention to detail and accuracy; and ability to handle multiple assignments and deadlines. A high school diploma and more than 4 years of relevant administrative experience is required.
A high school diploma and 2-4 years of relevant administrative experience is required.
Bachelor’s degree preferred. Advanced knowledge of and demonstrated proficiency with MS office products, UM systems such as Concur, Procurement, HR and Financial systems, experience using M+Box, REDCap and website support utilizing multiple content management systems and digital dissemination including social media. Experience with graphic software such as Photoshop and Illustrator.
Associate Degree or equivalent combination of education and experience. Reasonable knowledge of University of Michigan policies and procedures. Experience working in an academic medical center. Experience with support of webpages and writing skills.
This position may be underfilled at a lower classification depending on the qualifications of the selected candidate.
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: 172050
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.