Admin/Project Coordinator for OPA

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How to Apply

A cover letter is required for consideration for this position and must be attached as the first page of your resume.  The letter should address your specific interest in and outline skills and experience that directly relate to this position.  Applicants who do not meet these requirements will not be considered.

Summary

The newly formed Office of Postdoctoral Affairs (OPA) serves as a centralized hub across the Ann Arbor, Dearborn and Flint campuses to support postdoctoral fellows. Under the Rackham Graduate School and the Office of the Vice President for Research (OVPR), the OPA guides and advises departments and programs about leading-practice policies, processes, and services related to the employment of and support the well-being of postdoctoral fellows. The OPA works closely with postdocs, schools and colleges, university organizations, faculty mentors, administrators, and external entities to support the personal growth and professional development of each postdoc in preparation for their independent research, professional, and academic careers. 

The Admin/Project Coordinator for OPA will work closely with the OPA Director and provide administrative support for OPA initiatives including coordination of professional development activities, postdoc orientation and communication, and financial and administrative support for the OPA.

Because we are committed to diversity, equity, inclusion and accessibility we aspire to develop and nurture the individual and collective skills to recognize, celebrate, and deploy difference as a path to engagement, innovation, and the generation of new ideas and knowledge.

PLEASE NOTE: This is a three-year, term limited position with continuation based on available funding.

PLEASE NOTE: OPA is located within the Rackham Graduate School building. Rackham Graduate School is currently offering hybrid work schedules to staff, requiring 2-3 days per week on-site with the remaining time being remote. To learn more about the Rackham Graduate School visithttps://rackham.umich.edu/

Why Work at Michigan?

Being part of something greater, of serving a larger mission of discovery and care - that's the heart of what drives people to work at Michigan. In some way, great or small, every person here helps to advance this world-class institution. It's adding a purpose to your profession. Work at Michigan and become a victor for the greater good.

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:

• Generous time off
• A retirement plan that provides two-for-one matching contributions with immediate vesting
• Many choices for comprehensive health insurance
• Life insurance
• Long-term disability coverage
• Flexible spending accounts for healthcare and dependent care expenses

Responsibilities*

Job responsibilities include but are not limited to:

Provide administrative support for postdoc initiatives (30%): Oversee the postdoc certificate completion process and accompanying data on a weekly basis, reviewing weekly updates of postdocs scheduled to complete their traineeship and contacting postdoc administrators to confirm successful completion of training. Create, prepare, and send certificates (via email or mail), and serve as the point of contact for any certificate related inquiries. Coordinate regularly with Academic Human Resources about matters related to postdoctoral fellows. On a quarterly basis, prepare and submit a list of terminated postdocs to the Alumni Records Office for inclusion of the fellow in its records. Coordinate the administering and analyzing data from Exit Survey of postdocs as they leave the University or are promoted. Review documentation for the UMPDA Outstanding Postdoctoral Fellow Award competition, coordinate with Rackham ITS to update the award website, and submit awards to Rackham Fellowships and Finance for disbursement. 

Provide support for financial-related tasks for the OPA (30%): Prepare and maintain OPA budget in collaboration with Rackham Finance and Fellowships, including the review and approval of expenditures for the OPA. Organize quarterly and year-end financial statements for the OPA. Monitor and reconcile monthly statements of accounts. Process reimbursements for travel-related and work-related expenses for OPA team members. Submit payments and reimbursements for OPA program participants. Maintain finance-related procedural documents and records. Reconcile monthly PCard activity for the OPA. Set up payment contracts and agreements. Support UM Postdoctoral Association (UMPDA) treasurer with finance-related questions, budget reimbursements and processes. 

Organize new postdoc orientation and manage OPA communications (20%): Manage and co-present monthly postdoctoral orientation for new postdoctoral fellows, in collaboration with campus partner units (e.g., Michigan Medicine's Office of Graduate and Postdoctoral Studies (OGPS), the U-M Postdoctoral Association (UMPDA)), including pre- and post-orientation event logistics. Compile and write bi-monthly U-M postdoctoral newsletters and provide support for website content and updates, in collaboration with campus colleagues and the Rackham and OVPR communications teams. Manage postdoc email accounts, respond to and triage questions related to postdoctoral fellows on campus. Maintain the postdoc email list for newsletter and other postdoc communication needs. Keep abreast of university policies affecting postdocs and communicate changes to the postdoc community.

Calendar management and administrative support for the OPA (20%): Provide complex calendar management for the faculty director, including scheduling meetings, events, and other OPA convenings. Schedule and coordinate event logistics for OPA events. 

Required Qualifications*

Bachelor's degree or equivalent combination of education and experience 2-3 year experience in a progressively responsible administrative position in an academic setting.  

Demonstrated ability to support a senior-level faculty administrator with broad responsibilities in a complex organization.  Administrative support experience in an academic department or program. 

Excellent planning, organizational, and coordination skills are necessary, including a positive, flexible attitude with excellent attention to detail and the ability to prioritize and meet deadlines in a timely manner. 

Knowledge of, understanding, and appreciation of the academic goals and issues in  postdoctoral training and the academy. 

Previous budgetary experience including organizing quarterly and year-end financial statements; monitoring and reconciling monthly statements of accounts; reviewing and approving expenditures; and maintaining records. 

Strong interpersonal skills, including the demonstrated ability to communicate effectively, both orally and in writing. Ability to work closely and communicate effectively with cohorts of international fellows, some of whom will have limited knowledge of the United States academic environment. 

Ability to work collaboratively at all levels with faculty and staff within and outside the University to plan, implement, and coordinate programs and events. 

Demonstrated organizational skills to plan, organize, and manage multiple tasks in a timely manner with excellent attention to detail and a high degree of accuracy.

Demonstrated ability to exercise considerable respect, discretion, initiative and diplomacy in assisting people in matters of a sensitive and confidential nature.

Ability to work independently and make decisions that will improve programming and operations.

Advanced knowledge of and demonstrated proficiency with Windows operating systems, MS Office Products (MS Word and Excel), Adobe Acrobat Pro and Google Tools (docs, sheets, forms, etc). 

Advanced knowledge of and demonstrated proficiency utilizing database management systems (i.e., M-Pathways Human Resources and Financials systems, Oracle, etc). 

Knowledge of University organizational structure, policies, practices, procedures, and services. 

Understanding and valuing diversity and the importance of inclusion as demonstrated through a commitment to apply and incorporate the differences, complexities, and opportunities that diversity brings to an organization.

Personal commitment to professional development and continuous improvement.

Desired Qualifications*

Knowledge of and ability to clearly and concisely articulate University of Michigan policies and procedures, and practices is strongly preferred.  

Experience implementing initiatives that require organizational/cultural change.

Experience in developing written resource materials and website content. 

Advanced knowledge of the M-Pathways Financial and Human Resources systems, and Concur Travel and Expense system preferred. 

Working knowledge of Qualtrics.

Working familiarity with and appreciation of the diverse cultures of the schools, colleges, and units of the University.

Administrative support experience in an academic University of Michigan department or program is strongly desired. 

Application Deadline

Job openings are posted for a minimum of seven calendar days.  This job may be removed from posting boards and filled any time after the minimum posting period has ended.

U-M EEO/AA Statement

The University of Michigan is an equal opportunity/affirmative action employer.