ADMIN ASST (TEMP)

About the Role

Join the Department of Neurology at the University of Michigan and become part of a nationally recognized academic medical center dedicated to advancing patient care, research, and education. We are seeking a highly organized and proactive Administrative Assistant to provide high-level administrative support to multiple clinical and research faculty members. In this dynamic role, you will serve as a trusted partner, coordinating a wide range of administrative functions while supporting innovative research laboratories that are driving discoveries in neuroscience.

This position offers the opportunity to work alongside leading physicians and scientists, contribute to meaningful research initiatives, and build a rewarding career within one of the nation's premier public universities. The role provides a flexible work environment with the potential for a hybrid schedule and involves enhancing the day-to-day experience of faculty, staff, and visitors by ensuring shared spaces remain organized, coordinating mail and deliveries, anticipating supply needs, and proactively partnering with faculty to support their evolving operational requirements.

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 represent the department in a highly professional manner, acting with discretion, confidence, competence, creativity, and independence while interacting with Michigan Medicine leadership, faculty, staff, and administrative peers.

Responsibilities

• 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, 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.
• 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 on materials related to multidisciplinary projects (e.g., 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 the Research Office with monthly financial reconciling process for sponsored projects, including submitting documentation.
• Assist faculty with correspondence, logistic planning and scheduling, and travel arrangements.
• Plan, organize, coordinate, and advertise academic forums and events including symposia, lecture series, grand rounds, clinical case presentations, and graduate-level courses.
• Prepare and distribute itineraries, schedule interviews, reserve meeting rooms, escort visiting faculty to meetings, and coordinate 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 the 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 and meet with them weekly to ensure tasks are being completed.
• Handle occasional interactions involving matters of a highly confidential or sensitive nature, including contacts with university officials, government officials, administrators, potential and existing donors, and patients.
• Support a collaborative and welcoming workplace by maintaining organized shared office spaces, coordinating mail and deliveries, escorting individuals, monitoring and replenishing office supplies, and proactively partnering with faculty to anticipate and address operational needs.
• Perform other duties as assigned.

Requirements

• Associate’s degree or equivalent experience.
• 3-5 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, and 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.

Qualifications

• Bachelor’s degree or equivalent combination of education and experience.
• At least five years of administrative experience.
• Ability to relate to varied audiences.
• Good understanding of University policies and procedures.
• Knowledge and experience of University grant application process, including 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 systems including eResearch, MPathways, Concur, and the M-CV database.

Schedule

This position offers a flexible work environment with the potential for a hybrid schedule. Positions 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.