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.
The Medical School Office of Research is seeking an experienced, administrative professional for its embedded Shared Services Team to provide financial and human resource support, event planning, general office, and customer service support. As a premier, research-intensive academic medical center, the University of Michigan Medical School is world renowned with nearly $600 million in external research funding. The Medical School Office of Research proudly supports our internationally-recognized researchers pursuing innovative science to improve the health and wellbeing of our patients, the citizens of Michigan, infrastructure, facilitating and diversifying investigators’ avenues for funding, and streamlining research processes.
The OoR Shared Services Administrative Specialist is the first line of communications into the Office of Research and reports to the Office of Research Business Manager. The Administrative Specialist provides shared administrative support across units of the Medical School Office of Research co-located at the North Campus Research Complex. A strong, customer-focused and can-do attitude, along with being able to work independently on assignments, is required. It will be important that the Administrative Specialist exercises considerable discretion and independent judgment. S/he will many times be the first point of contact for both internal and external customers wishing to engage with the Office of Research, so a customer-service approach to work will be a key to success.
Monthly review of statement activity and detail to verify accuracy of transactions and chartfield assignments.
Accounts payable; creation of eRequisitions, PeoplePay.
Recharge unit financial transactions and monthly review.
Maintain tracking system for and perform Service Unit Billing (SUB).
Travel and expense report creation.
Process other financial transactions, as requested.
Human resources transactional support:
eRecruit transactions, including job postings.
Office of Research onboarding and offboarding.
Personnel Action Requests (PARs).
Process other human resource transactions, as requested.
Meeting, workshop and event planning:
Conduct polls and coordinate attendees’ availability.
Prepare/distribute agenda/meeting materials.
Meeting room management.
Catering, a/v management and other logistics.
Travel and guest arrangements.
Central office functions:
First-line customer communication via phone, email, in person.
Triage all internal and external inquiries.
Partner with other Office of Research administrative staff to ensure cross-coverage and assistance, as needed.
Travel arrangements, as requested.
Maintenance of shared office equipment.
Purchase/organization of shared supplies/common space.
Maintenance of staff lists and email groups.
Help maintain central financial, p-card files.
Related Duties and Responsibilities
Strong understanding of the Office of Research Units, their capabilities, resources, personnel, and connections.
Maintain a working knowledge of Medical Office of Research leadership and support staff.
Strong understanding of the Office of Research website - location of information and unit contacts.
Liaise with other Office of Research administrative personnel to complete projects.
Bachelor’s degree or associate’s degree in business/accounting discipline.
Minimum of five years’ work experience in progressive administrative roles.
A strong financial aptitude; prior experience with a broad range of financial activities.
Familiarity with human resource processes.
Ability to provide outstanding customer service.
Experience in customer-focused functions with demonstrated ability to interact effectively with a wide variety of people.
Strong organizational skills with demonstrated attention to detail.
Excellent attendance, punctuality and dependability.
Outstanding written, verbal, email communication skills.
Self-starter with an ability to set priorities, focus on the job at hand, and act both independently and as a team.
Flexibility to meet changing priorities.
Fluency with Microsoft Office (Excel, Word, PowerPoint, Outlook), Adobe.
Basic understanding of U-M Medical School research activities.
Working knowledge of University policies and procedures preferred.
Proficient with Concur, MPathways, HR systems, FinOps systems.
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.
Internal Number: 173765
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.