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

The Department of Surgery is currently seeking a full-time Administrative Specialist Associate to provide high-level administrative support to one of our research faculty. The research laboratory, which is currently comprised of over 20+ researchers and students, is located in the Biomedical Research Building. This position focuses predominantly on work associated with research therefore a person considering this position should enjoy all aspects of work related to the University of Michigan's research objectives. We are seeking a candidate who can exercise initiative, be comfortable with independent judgment, possesses strong diplomatic skills, and has a service-oriented attitude.

Mission Statement

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.

Responsibilities*

Responsibilities include, but are not limited to:

• Provide advanced administrative support to Principal Investigator and lab members, including faculty, postdoctoral fellows, and students.
• Screen, prioritize, triage and respond to phone calls, mail, faxes, email; handling independently as appropriate.
• Complex calendar and schedule and travel management; includes exercising judgment on setting priorities for effective use of time and responding to frequent changes in scheduling.
• Maintain Curriculum Vitae within M-CV.
• Assist with human resource support - including visa liaison between Medical School Immigration Support and Compliance, onboarding/offboarding, appointment processes, faculty promotion support, etc. Assist temporary and new employees with orientation and familiarization with policies and procedures within the Department.
• Initiate, draft, edit, and proofread correspondence, itineraries, strategic documents, letters of recommendation, and presentations.
• Coordinate seminars, symposiums and other large events including reserving location, sending invites, arranging catering, a/v and teleconferencing needs, assisting invited guests and speakers, managing travel arrangements and reimbursements, processing honoraria, and preparing and distributing agendas and other meeting materials.
• Procurement of subscription and membership renewals/dues, conference registrations and travel arrangements, catering, books and other supplies using university preferred vendors, purchase orders and the p-card. Initiate travel and hosting expense reports and reconcile p-card statement within Concur.
• Work in conjunction with the Surgery Research Office to provide financial support related to grants and gift funds.
• Provide order support for the laboratory including: placing M-Marketsite orders, completing Purchasing Request Forms, assisting with Single Source documentation as necessary, shipping coordination assistance, overseeing shortcode usage in iLabs and eRAM, etc.
• Coordinate special projects as assigned, such as developing and managing electronic filing and tracking systems using DropBox, Google Forms, etc.
• As part of the administrative team, participate in team meetings, assist team members, participate in continuous improvement to protocols and processes.
• Act as lead liaison on behalf of the PI between institutional stakeholders across departments.
• Perform other tasks as assigned in support of PI objectives.

Required Qualifications*

• Bachelor's degree and/or equivalent combination of education and experience.
• Minimum three (3) years of progressively responsible administrative experience.
• Proficiency in the use of computers and software including Microsoft Office products (Word, Excel, PowerPoint, Outlook), Zoom, ChromeRiver.
• Excellent oral and written communication skills with ability to listen carefully, seek answers and offer suggestions is essential.
• Ability to manage a large and varied workload with excellent attention to detail, managing deadlines in a timely manner while demonstrating flexibility when priorities and deadlines change. Anticipate needs of those you are supporting.
• Exceptional interpersonal skills and a team player attitude, with a high level of integrity, demonstrating creativity and leadership in resolving issues and managing confidential information.
• Excellent attendance record and ability to work flexible hours when needed.

Desired Qualifications*

• Reasonable knowledge of University policies and procedures
• Competency in proofreading and editing.
• Experience with large meeting and event coordination.
• Successful work experience with broad responsibilities in a large, complex organization.
• Experience in an academic research setting with knowledge of grant terminology, publication processes, etc.

Work Schedule

This is a full-time, year-round position with somewhat flexible working hours as operational needs require, with the opportunity to work from home several days a week based on performance. Please note that new employees will be asked to work 100% in person for the first three months in the position.

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 the work modes.

Background Screening

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.

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/AA Statement

The University of Michigan is an equal opportunity/affirmative action employer.