The Michigan Kidney Translational Medicine (MiKTMC) Core is seeking a highly-qualified candidate for a multi-faceted position that includes providing a superbly-professional level of support to Dr. Matthias Kretzler, Warner-Lambert/Parke-Davis Professor of Internal Medicine/Nephrology and Computational Medicine and Bioinformatics (Director of the Michigan Kidney Translational Research Core – MiKTMC), managing most of MiKTMC’s human resources activities, assuming some financial/accounting responsibilities, as well as special projects. This position will serve as the “glue” for the MiKTMC team and will provide exceptional on-the-ground support. The candidate must convey a professional image and demeanor at all times, have the ability to multi-task, be detail oriented, work with limited supervision, demonstrate clear communication and exercise independent judgment and initiative in interpreting policies and handling daily office responsibilities. Experience with international travel arrangements, travel visas with various State departments, and the University’s CONCUR system is strongly preferred.
Expectations of Specialist-Level Support for Dr. Kretzler – 50%
Performs advanced, diversified and confidential administrative duties requiring broad and comprehensive professional experience, skill and knowledge of organizational policies and practices. Knowledge of both private and public-sector environments is a plus.
Prepares correspondence, memoranda, reports, etc. Initiates routine and some non-routine correspondence and memoranda. Screens telephone calls and visitors, and resolves routine and complex inquiries on scheduling meetings, teleconferences, videoconferences and other.
Prepares and distributes minutes of meetings as requested.
Intense motivation to learn the overall business operation and research goals of the Lab (in order to facilitate prioritization of meeting requests/appointment scheduling, etc..). This includes frequent outreach to team members to gain overall understanding of major partners and collaborators within the University, at other academic institutions and at our private-sector sponsor organizations.
Well-developed knowledge and ability to manage complex, international travel arrangements for Dr. Kretzler and occasionally some Lab members. Ability to modify these arrangements sometimes with very little notice. Willingness to be available to assist when Dr. Kretzler is traveling. Exhibit exceptional problem-solving skills in this area under occasional time-pressure.
Exquisite attention to detail for meeting times, transport (air, train, airport shuttle, etc.) arrangements, hotel reservations, travel dates, visa requirements, conference registrations, itinerary development and agenda maintenance, etc. Schedules and maintains calendar of appointments, meetings and travel itineraries, and coordinates related arrangements.
To the extent possible, anticipate calendar needs (travel time between meetings, etc.)
Coordinate travel arrangements for visitors including transport, hotel, hosting. Manage scheduling and itinerary development for visitors to the Lab.
Effective management of University of Michigan reporting and administrative obligations for Dr. Kretzler (Conflict of Interest Reporting, Sunshine Act monitoring, Clinical Schedule and Hospital Privileges).
Knowledge of Scientific Research Publications – Ability to link digital references to publications and grant proposals, etc. Ability to manage Other Support documents (in cooperation with the Grants Coordinator).
Highly effective and professional communication skills via email/telephone/in-person interactions that protect and manage Dr. Kretzler’s time.
Effective time management and access control to ensure Dr. Kretzler’s obligations are met. Anticipation of meeting end-times, transition times, priorities, etc..
Human Resources Responsibilities: 30%
Direct responsibility (in cooperation with the Operations Director) for staff management activities, including but not limited to: designing job descriptions, posting positions, screening resumes and candidates, hiring, promotion, salary negotiation, performance coaching, employee relations, training and development, policy adherence, etc..
Operational responsibilities: Evaluate gaps in administrative operational flow and implement strategies and structures for improvement. Monitor and identify trends, conflicts, matters arising and bring to Operations Director’s attention.
Employee Development: Provide clear direction and feedback to employees, plan and direct individual employees’ work. Mentor and support career development initiatives. Foster teamwork; coach, develop and empower members of the team. Perform appraisals of productivity and efficiency; recommending promotions or changes in job responsibilities.
Employee relations responsibilities: manage sensitive handling of complaints, addressing problems promptly, constructively and effectively. Includes direct coaching, mentoring, and support of staff with direct-reports (appropriately 4 managers) on the team regarding any sensitive Human Resources matters.
Effectively interface with Human Resources Business Partner and Nephrology Division Administrator to ensure Lab/Group activities are in compliance with general UMich policy. Seek out and act on their advice.
Timecard approvals and post-doc hiring, coordination of international visitors, students, scholars, and faculty. Work with the International Center on visas, funding and sometimes living arrangements for international guests.
Financial and Space Management Responsibilities: 15%
In collaboration with the Operational Director, Business Development and Project Management, calculate and present the long-term projection performance of the Lab’s funding portfolio. Generate Effort Reports and Finance Reports for Operational Director.
Generation and preliminary analysis of financial reports for individual projects, including management of burn rate to ensure project is completed without budget surplus or deficit. Work with Project Management for specific calculations.
Oversee purchases and funding for day-to-day Lab operations. (equipment and services), ensuring purchases are charged to the correct accounts and short codes. Ensure consistent communication and meetings between funded investigators and accounting.
In collaboration with the Operational Director, work with Nephrology Finance to ensure swift, problem resolution and effective effort distribution according to funding and individual employee workload.
Oversee Operational Purchasing costs, business case generation, and justification efforts, fielding major purchases for research operations (biobanking, sequencing, equipment, etc.)
Recommend personnel, equipment and physical-space modification strategy based on analysis of ability to remain solvent. Coordinate space modification efforts.
Other Projects: 5%
Event management: plan and coordinate all arrangements for lab events, offsites and celebrations.
Initiate employee appreciation and recognition.
Develop Internal team communications – example, on-boarding program and team newsletter, etc.
Other duties as assigned.
Bachelor’s degree, or an equivalent combination of education and experience.
Minimum of 5 years of progressively responsible office experience.
Demonstrated skill in handling highly confidential and sensitive information.
Strong decision-making skills (thinking through presented scenarios), organizational skills, work and time management skills.
Superior verbal, written, and electronic communication skills with keen attention to detail and accuracy.
Ability to anticipate and initiate action, multi-task and manage complex workloads in a fast-paced environment.
Exceptional interpersonal skills and team player attitude.
Ability to interact professionally across diverse groups within the Lab, the University and with corporate and industry sponsors. The ability to appropriately represent the Kretzler lab within the University and in a national and international setting, including presenting a pleasant public-facing demeanor to visitors and to all team members.
Willingness to accept constructive suggestions and a well-developed sense of accountability.
Creative, thorough thinking in the occasional absence of complete instructions and persistent pursuit of clarification if expectations are not clear.
Effective time-management to prioritize and complete tasks.
Proficient computer skills are required, must be well versed in Microsoft Word, Excel, Powerpoint, Outlook, etc.
Ability to handle multiple, concurrent tasks and establish priorities.
Excellent organization, multi-tasking skills and an ability to work independently and to exercise sound judgment in setting priorities.
Demonstrated ability to compose and produce professional correspondence (previous experience composing and producing professional correspondence is required).
Excellent attendance record.
Demonstrated success working as part of a team and independently.
Minimum of three years of staff-supervision experience, including training, corrective action and performance evaluation.
8-10 years administrative support experience, including complex international travel and calendaring is preferred.
Knowledge of University of Michigan systems, policies, and processes (CONCUR, M-Inform, PeoplePay, M-Pathways, Purchasing, etc.).
Reasonable knowledge of medical terminology is desired.
Occasional early or late hours, as requested, to support onsite meetings or offsite teleconferences and meetings.
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: 182953
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