Job Description

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.

The Department of Neurology is seeking an administrative assistant to provide a full range of highly responsible administrative activities to multiple clinical and research faculty members. Support also includes comprehensive administrative responsibilities associated with their research labs.

This position is located in the A. Alfred Taubman Biomedical Science Research Building (BSRB), with potential to work remotely where appropriate and reasonable.

The successful candidate will have strong customer service focus and represent the department in a highly professional manner. This will require the individual to act with discretion, confidence, competence, creativity, and some level of independence on a daily basis while interacting with Michigan Medicine leadership, faculty, staff and administrative professional peers.

The ideal candidate will thrive in a fast-paced environment, have outstanding interpersonal skills, judgment, discretion and experience in making independent decisions regarding planning, prioritizing and organizing. It will be essential for the candidate to work well within a team, have a strong and responsible work ethic, and possess a high-level of professionalism and an aptitude for independent decisions when appropriate.

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 UM and the VA; maintain multiple Outlook and Google calendars; reconcile P-Cards and faculty discretionary funds; 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  fi nancial transactions; communicate with clinics regarding faculty absences (Qgenda/UM, email/VA).
• Assist in the preparation, coordination, and submission of grant applications and progress reports; submit items to NIH via 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 (via Elements or maintaining Word versions based on faculty preference) 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.
• Assist faculty with correspondence, 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. 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.
• Assist lab program manager with recruiting lab members (undergrads and postdocs). Schedule interviews and follow-up with faculty and lab manager regarding status of positions and candidates. Meet weekly with lab manager to discuss administrative action items for lab.
• Communicate and send emails on behalf of faculty to NIH and other organizations regarding grant reviews, service chair appointments, and other committee member responsibilities. Remind faculty to complete tasks. Meet with faculty weekly to ensure tasks are being completed.
• 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.

• Associates degree or equivalent experience. 
• Minimum 4 years of progressively responsible administrative experience
• 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; 
• Five years of administrative experience; 
• Ability to relate to varied audiences; 
• Knowledge and experience of University grant application process, 
• Experience formatting grant proposals to the NIH and VA, T32 knowledge and experience, 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. 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.

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.

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.

Job Tags

Similar Jobs