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.
About MICHR The Michigan Institute for Clinical & Health Research (MICHR) is here to enable and enhance clinical and translational research by educating, funding, connecting, and supporting research teams across the University of Michigan and beyond. Every member of MICHR’s exceptional team helps to accelerate the translation of scientific discoveries, resulting in improved health for local, national, and global communities.
Why Join MICHR? In addition to the excellent benefits offered to University of Michigan employees, MICHR continually looks at ways to make MICHR a great place to work. Our staff enjoys team-building activities, rewards & recognition programs, developmental opportunities, an engaging culture, and an exceptionally supportive work environment.
The Michigan Institute for Clinical & Health Research is seeking a highly qualified administrative assistant to administratively support MICHR. This is an 80% FTE (32-hour a week) position. 35% of this position will provide support to the MICHR Clinical Research Management Team (CRM) who provides high-quality operational and regulatory support for clinical studies and the Participant Recruitment Team (PR) that provides an array of services for research teams needing support to recruit, enroll, and retain participants. The remainder of time (45%) will be allocated to administrative support of MICHR as a whole.
Responsible for answering the MICHR main phone line and distributing mail.
Prepare correspondence including use of mail merge for large mailings.
Manage and complete special projects as assigned.
Coordinate travel arrangements.
Prepare and communicate detailed travel itineraries.
Budgeting expenses: Complete and submit travel and hosting reports, reconcile purchasing cards (PCards), purchase supplies and equipment.
Prepare Qualtrics surveys and meaningful survey reports.
Input data into the MICHR internal tracking system (Nabu).
Accurately order and monitor supplies including departmental office supplies and coffee. Ensures orders are accurate and appropriately dispersed.
Maintain departmental staff list and email distribution list.
Monitor automated ticketing system for MICHR Operations and provide support.
Function as back-up for letters of support.
Provide support and follow through with equipment maintenance and repairs.
Provide back-up to administrative staff throughout MICHR as needed.
Build collaborative relationships with MICHR staff and leadership.
Calendar Management and Meeting Scheduling
Manage the calendars for the CRM Administrative Program Director and CRM and PR managers.
Schedule a high volume of complex meetings.
Oversee meetings that involve faculty and staff.
Reserve appropriate space with the necessary equipment.
Coordinate meetings, including scheduling of venues, sending meeting invitation / follow-up, placing catering order, and preparing meeting packets.
Prepare meeting materials and provide accurate and complete high-level, detailed meeting agendas and minutes.
Event Planning (MICHR)
Plan, manage, and assist with special events including:
Preparation of workshop materials and folders
Way finding sign set-up and way finding assistance at larger events
Set-up and tear-down
Registration and sign-in/check-in
Manage the Information table
Transport materials/supplies to workshop location
Seek out opportunities to participate in planning and staffing select MICHR events and activities.
Create Splash and Eventbrite webpages, invitations, tickets, and reports.
Assist in marketing and communications.
Participant Recruitment Support Duties:
Provide support to the PR Engagement Studio including:
Logistics for the meeting (location, dinner, etc.).
Communications with potential stakeholders.
Attend sessions & take notes.
Transcribe notes, including non-verbal cues witnessed during the session.
Clean-up after sessions.
Provide support to the PR Living Lab including:
Creating an inventory, logging & tagging all electronics owned by the Living Lab.
Tracking usage of Living Lab devices (iPads, laptops, headphones, etc.).
Assisting with logistical provisions for Living Lab orientations (location, dinner, etc.).
Future state assist Living Lab Coordinator: Creation of on-line orientation.
Assist with in-person conversations with families at partner museums regarding the importance of research, and discuss UMHealthResearch.org.
Provide support to Outreach Events including:
Attend outreach events being versed in the importance of research participation.
Be versed in UMHealthResearch.org and be able to communicate this as a pathway to participation at U-M.
Represent PR at events during off-hours (some evenings and weekends).
Conduct literature reviews to verify PR is offering cutting edge services to our consumers & bring new, innovative ideas to the team.
Coordinate consultations with study teams by:
Responding to consultation requests, setting up the logistics of the meetings, and collecting the necessary documentation required for consultations.
Collect materials from study teams that the PR Communications Coordinator needs to create lay-friendly pamphlets, flyers, and brochures.
Attend consultations and assist with the creation of the consultation reports as necessary.
Reconcile Facebook billing invoices for payment and facilitate payment.
Assist with responding to volunteers and study team inquiries from our toll free phone line and e-mails from ticketing systems.
At least two years of administrative experience.
Demonstrated track record of excellent customer service; ideally experience in working with faculty.
Excellent MS Outlook and Word skills, solid MS Excel, PowerPoint skills.
Demonstrates the ability with data input, reconciliation, and reporting.
Demonstrates the ability to work independently and collaboratively in a team environment.
Demonstrates accuracy and orientation in detail to work.
Exceptional ability to multi-task.
Strong organizational skills.
Ability to anticipate the needs of customers.
Flexibility in work schedule; occasional evening and weekend hours as needed.
Experience using BlueJeans or other net-meeting applications.
Experience with U-M calendaring systems and conference room scheduling.
Knowledge of U-M policies, procedures and regulations.
Experience communicating and coordinating with clinical and/or translational research teams.
Experience with electronic data capture systems (e.g. Sharepoint, REDCap, etc.).
Mon - Friday, occasional evenings and weekends
Michigan Medicine values a culture of diversity, equity, and inclusion. We are committed to the development of a positive and inclusive environment.
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.
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.
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: 184251
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.