Administrative Assistant Sr

Company: University of Michigan Hospitals and Health Center
Location: Ann Arbor
Posted on: May 3, 2021

Job Description:

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 Life Sciences Institute (LSI) is looking for someone who will provide high-level, diversified and confidential administrative support for faculty members.

Mission Statement:

Our mission at the Life Sciences Institute is to advance the understanding of the fundamental processes of life, and to pioneer new ideas to improve human health.

For more information on the Life Sciences Institute:

Responsibilities*

Calendar Support

• Schedule meetings and appointments exercising discretion as to priorities, including one-on-one meetings as well as group project and lab meetings.
• Organize background material for meetings and follow up on decisions and other assignments that result from meetings; monitor progress of assignments to ensure timely completion.
• Manage lab calendars.

Communications

• Draft correspondence and assist with formatting and proofreading of manuscripts and grants; assist with creating, formatting and editing ad hoc communications including letters of recommendation, reference, promotion, and nomination for awards.
• Assist faculty in the routine preparation of research grant applications, progress reports and contracts including word processing and formatting of specific sections, working together with the Life Sciences Institute Grants/Finance team.
• Maintain faculty curriculum vitae (CV's), NIH biosketches, and bibliographies in MY NCBI.
• Screen, prioritize and route written and electronic correspondence.
• Update Faculty/Lab websites.
• Respond to telephone inquiries; sort and distribute mail; photocopy, fax and scan documents as necessary; maintain office filing system.
• Maintain open levels of communication with supervisors and team members.

Travel and Expense

• Arrange and manage complex travel (both domestic and international) including detailed travel planning and expenditure reimbursement.
• Arrange travel and itineraries for visiting researchers and process travel reimbursements.
• Assist faculty in preparation of the necessary documents for travel visas when traveling outside the United States. Work with faculty and others involved with the trip to obtain the required documents and submitting documents to the visa processing service, consulate or embassy.
• Track and reconcile monthly PCard expenses; prepare travel and hosting expense reports in Concur.

Lab Support

• Provide administrative support to the lab as first point of contact on matters such as postdoc candidate visits, letters of recommendation, grant submissions, purchasing approvals, thesis committee meetings, publication submissions, workload expectations and managing deadlines.
• Assist new lab members with building access, IT support and acclimating to the Life Sciences Institute policies and procedures.
• Help with timekeeping and the reporting/approval process for lab members.
• Maintain documents/protocols relevant to research laboratory activities. Draft and edit lab specific policies and processes.

Event Support

• Effectively manage and arrange various recruitment visits, being main point of contact for correspondence with onboarding, managing travel/reimbursement, meeting schedule and itinerary, seminars and talks, and marketing (flyers, emails, placement on central calendar).
• Reserve appropriate rooms and catering/equipment for meetings, lectures, conferences and seminars and serve as point of contact for arrangements.
• Help organize laboratory celebratory/appreciation events.

Other

• Renew memberships and subscriptions.
• Act as a liaison for assigned faculty members with both internal and external offices and constituents.
• Proactively interact with the Institute administrative staff and other administrative units at the University to communicate issues, resolve problems, organize laboratory activities and ensure compliance with LSI and University policies and procedures.
• Provide back-up administrative support for faculty in the absence of other administrative support staff.
• Handle special projects and other duties as assigned.

Required Qualifications*

• A bachelor's degree, or equivalent combination of education and experience is required.
• A minimum of four years of progressively responsible administrative experience, preferably in higher education.

Desired Qualifications*

• Previous experience in assisting research faculty.
• Working knowledge of Concur, NIH eRA Commons and MY NCBI.
• Working knowledge of applicable University policies and procedures, including travel and reimbursement.
• Strong proficiency in the use of computers, including MS applications (Word, Excel, PowerPoint) and experience working with Google calendars and documents.

Additional InformationBenefits at the University of Michigan

In addition to a career filled with purpose and opportunity, The University of Michigan offers a comprehensive benefits package to help you stay well, protect yourself and your family and plan for a secure future. Benefits include:

Many choices for comprehensive health insurance

A retirement plan that provides two-for-one matching contributions

Dental, Vision and Legal Insurance

Life insurance

Flexible spending accounts for healthcare and dependent care expenses

Background Screening

The University of Michigan conducts background checks on all job candidates upon acceptance of a contingent offer and may use a third party administrator to conduct background checks. Background checks are performed in compliance with the Fair Credit Reporting Act.

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.

Job Detail

• Job Opening ID 196565
• Working Title Administrative Assistant Sr
• Job Title Administrative Assistant Sr
• Work Location Ann Arbor Campus
  Ann Arbor, MI
• Full/Part Time Full-Time
• Regular/Temporary Regular
• FLSA Status Nonexempt
• Organizational Group Life Sciences Inst
• Department Life Sciences Institute-Admin
• Posting Begin/End Date 4/19/2021 - 5/03/2021
• Salary $50,000.00 - $60,000.00
• Paid Time Off Yes
• Career Interest Administration

Keywords: University of Michigan Hospitals and Health Center, Ann Arbor , Administrative Assistant Sr, Other , Ann Arbor, Michigan

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