Administrative Assistant Sr/Intermediate Healthcare

Details

Posted: 18-Mar-24

Location: Ann Arbor, Michigan

Salary: Open

Categories:

Staff/Administrative

Internal Number: 245104

A cover letter is required to be considered for this position.

The Department of Dermatology is seeking an experienced, positive, highly motivated, organized, and detail-oriented individual with excellent communication skills to join our research team. The Administrative Assistant Senior will provide administrative support to research faculty. The successful candidate must have the ability to work independently and demonstrate senior level administrative support.

Administrative duties include:

• Complex calendar and schedule management; includes exercising judgment on setting priorities for effective use of time and responding to frequent changes in scheduling.
• Coordinate numerous and complex meetings within the Department, the Rogel Cancer Center, and/or with external entities. May involve on-site or off-site locations as well as video conferences. May be necessary to secure a location for the meeting, order meals in compliance with the Department's guidelines and keep track of all attendees.
• Coordinate travel arrangements, including air, hotel, and ground transportation. May need to complete speaker/presenter forms and/or work with conference personnel. Ability to coordinate multiple trips simultaneously.
• Coordinate seminars and other hosted events as needed both for the Department and the Rogel Cancer Center.
• Initiate travel and hosting expense reports and reconciling p-card statements.
• Respond to telephone, fax, and email inquiries appropriately and with discretion.
• Maintain UM NCBI system for faculty, ensuring compliance with NIH public access policy. Maintain and update CVs and NIH bio sketches for faculty.
• Coordinate usage of existing equipment including service and facilities requirements. Monitor and update space reports. Monitor and update annual equipment inventory.
• Professional development activities include attendance and participation in laboratory and department meetings; on-going UM training and workshops.
• Assist faculty and staff with routine personnel issues in collaboration with department leadership and Human Resources.
• Assist with preparation and processing of Material Transfer Agreements.
• Payroll support.
• Liaison with environmental services, maintenance, and other central support teams.
• Procurement of office supplies, equipment, and services.
• Other duties as assigned. May also provide back-up support for other department research or administration areas.

Lab Manager duties include:

• Manage and organize laboratory resources, including equipment, supplies, and reagents.
• Maintain a safe and efficient working environment, ensuring compliance with all safety protocols; oversee laboratory maintenance and cleanliness.
• Assist lab personnel with administrative activities related to the development and characterization of mouse models, including interfacing with ULAM and eRAM.
• Collaborate with other research staff, postdoctoral fellows, and graduate students in the lab. Foster a collaborative and inclusive work environment.
• Train new lab members on laboratory techniques, safety protocols, and experimental procedures. Onboard all new staff, students, and volunteers.
• Promptly notify finance team of lab supplies needed. Receive supplies, ensure proper storage, and assist with routine reconciliation. 
• Ensure that laboratory staff comply with all laboratory rules and regulations, including health and safety policies. 
• Conduct annual review of lab specific Exposure Control Plan, Chemical Hygiene Plan, and Biosafety Manual as required by OSEH. 
• Perform record keeping and updating of all laboratory Standard Operating Procedures, personnel training, and adherence to safety guidelines. 
• Manage acquisition and proper storage of controlled substances and experimental reagents. 
• Organize storage and maintain detailed records of all antibodies and frozen stocks of cells and tissue samples. 
• Manage the repair and routine calibration, testing, and cleaning of appliances, equipment, and machinery in the lab.
• All other duties as assigned.

All Candidates: 

• A Bachelor's Degree or equivalent combination of education/experience is required.
• Must be able to work independently as well as a member of the administrative research team, and handle multiple competing deadlines. 
• Excellent writing and verbal communication skills and attention to detail are necessary. 
• Considerable skill in Microsoft Office (Word, Excel, Access, and Power-Point) in a PC environment with advanced skills in Excel. 
• This position requires highly effective organization, communication, and teamwork.

     Senior level:

• 4 years of administrative support and/or lab manager experience required, preferably in an academic research and/or academic medical center.

     Intermediate level:

• 2 years of administrative support and/or lab manager experience required, preferably in an academic research and/or academic medical center.

A strong background in administrative support of Principal Investigators and knowledge of University and Hospital policies and procedures desired. Familiarity working within the research environment. Familiarity with basic science and medical terminology. Computer Skills in UM systems such as M-Pathways, Wolverine Access timekeeping, eRPM, eRA, and purchasing. 

This position may be underfilled at a lower classification depending on the qualifications of the selected candidate.

Position is for 1.0 FTE.

This position is hybrid.

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.

The University of Michigan Health System 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.

 

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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.
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