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 Michigan Center for Translational Pathology (MCTP) is seeking an Administrative Specialist Associate to provide highly responsible, skilled and complex administrative support to the Director of MCTP.
The ability to handle multiple tasks and set priorities while paying strict attention to details and meeting deadlines is essential.
Process and manage all unfunded agreements (MTAs, DUAs and NDAs) for the center: work with the scientists, understand the projects, draft the MTAs, DUAs and NDAs, finalize the contents and submit to eResearch. Follow up the status for each MTAs, DUAs and NDAs, and provide any additional information. Execute the MTAs, DUAs and NDAs, and work with the scientists on completing the successful transfers.
Manage projects and forms through Qualtrics. Use the online system to create, structure, and dispense information pertinent to various projects that arise.
Oversee arrangements and visit details for distinguished visitors by making travel arrangements, accommodations, coordinating schedules, and being day of contact and guide.
Coordinate, schedule and arrange for various recruiting for the center. Work with MCTP leadership on recruiting faculties, postdocs, trainees, staffs, students, and visiting scholars. Coordinate and schedule the interviews, provide the interview presentation information to the center, collect and analyze the feedbacks, follow up with the interview decisions. Coordinate and plan the candidates for the onsite visit and manage all the trip planning (flight, hotel, taxi, meals, touring and etc.) and process the reimbursements. Follow up with the candidates and the leadership on the final decisions. Help with the onboarding process and get the new hire added to various center lists. Plan and manage the candidates to join the required groups, attend corresponding meeting and presentations.
Track awards, publications, patents, etc. for inclusion in annual report
Continually provide Center Administrator with valuable information related to day to day matters that arise on-site to assist in Center administration.
General admin support including:
Manage Director’s complex meeting and travel calendar and make all travel arrangements for Director, MCTP faculty, and any visitors to the Center. Assure materials and back-up for all meetings and conference calls are available prior to meetings for reference. Update Director’s CV on a regular basis.
Arrange all MCTP meetings and events, including catering and room reservations and assuring AV equipment is set-up as needed. Coordinating varied presentation schedules for faculty, post doctorates, graduate students, MSTP students, undergraduates, and invited presenters.
Submit expenses for reimbursement to Concur, HHMI, or sponsoring agency for Director and all MCTP faculty, trainees, students, and staff
Enter all P-Card and expense reimbursements into Concur and process non-PO vouchers in M-Pathways for the Center
Manage the reconciliation of all lab expenses against purchases.
Maintain lab phone, email, and emergency contact lists. Screen telephone calls and handle mail and route as necessary
Other miscellaneous duties as assigned
Bachelor’s degree or an equivalent combination of education and experience is necessary.
5 or more years of administrative support 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.
Must be able to analyze, manage and appropriately prioritize scheduling for an extremely busy calendar.
Excellent attention to detail with strong proof reading and grammar skills.
Demonstrated ability to work independently, showing sound judgement based upon experience, and the capability to work as part of a team in a professional and collaborative manner.
Excellent phone and communication skills
Demonstrated strong Microsoft Office (Word, PowerPoint, Excel) skills.
Must be flexible, resourceful, and work well under pressure.
Ability to work independently and meet deadlines
Bachelor’s degree preferred
Experience with Concur, Outlook and Other University of Michigan IT systems is desired.
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: 196481
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.