Administrative Assistant Senior

University of Michigan; Ann Arbor (MI); Hybrid; USD 42,000 - 55,000; Full time

Benefits offered by this job

Generous time off

Retirement plan with employer match

Health insurance

Life insurance

Job summary

The University of Michigan’s Michigan Center for Respiratory Virus Research and Response (CRVRR) and MICOM seek an Administrative Assistant to support faculty and staff under the direction of Dr. Emily Martin, Dr. Marisa Eisenberg, and Dr.

Arnold Monto. This is a full-time, two-year term-limited appointment with potential extension based on performance and funding. Responsibilities include managing calendars, coordinating meetings, supporting Zoom and travel, and handling communications,

Qualifications

• Bachelor's degree or an equivalent combination of education and experience.
• 4+ years of professional administrative experience.
• Experience managing complex calendars and schedules with competing demands.
• Experience coordinating events and meetings and providing onsite support.
• Experience managing communications for leaders or teams and handling budget-related tasks.

Responsibilities

• Manage faculty calendars and schedule meetings.
• Create scheduling polls and manage invitations.
• Support Zoom and other virtual meetings.
• Coordinate faculty communications and correspondence.
• Update curricula vitae, NIH biosketches, and COIs.
• Assist with annual merit-review materials.
• Draft, edit, and proofread correspondence.
• Order supplies and process purchasing documents.
• Maintain financial records and distribute mail/packages.
• Support manuscript preparation and publication tracking.
• Arrange travel, lodging, itineraries, and conference registration.
• Prepare expense reports and coordinate reimbursements.
• Coordinate rooms, registration, catering, and audiovisual needs.
• Prepare agendas, minutes, and provide on-site support.
• Track action items and coordinate follow-up activities.
• Complete related tasks assigned by CRVRR and MICOM directors.

Skills

Calendar management

Communication

Organizational skills

Budget experience

Meeting coordination

Independent & team work

Proactive planning

Microsoft Office

Google Workspace

Education

Bachelor's degree or equivalent

Tools

Microsoft Office

Google Workspace

Calendaring platforms

Job description

Job Summary

The Michigan Center for Respiratory Virus Research and Response (CRVRR) and the Michigan Public Health Integrated Center for Outbreak Analytics and Modeling (MICOM) is seeking an Administrative Assistant. CRVRR and MICOM lead collaborative research on respiratory viruses, vaccine effectiveness-including influenza, respiratory syncytial virus (RSV), and COVID-19-and advanced public health data analytics. The centers work with partners such as the Centers for Disease Control and Prevention, National Institutes of Health, and Michigan Department of Health and Human Services. You will support faculty and staff under the direction of Dr. Emily Martin, Dr. Marisa Eisenberg, and Dr. Arnold Monto.

Note

This is a Full-time, two-year term-limited appointment. Extension may be possible based on performance and available funding.

Responsibilities

• Manage faculty calendars and schedule meetings


• Create scheduling polls and manage invitations


• Support Zoom and other virtual meetings


• Coordinate faculty communications and correspondence

Faculty administrative support

• Update curricula vitae, National Institutes of Health biosketches, and conflict-of-interest documents


• Assist with annual merit-review materials


• Draft, edit, and proofread correspondence

Administrative support

• Order supplies and process purchasing documents


• Maintain accurate financial records and distribute mail and packages


• Support manuscript preparation and publication tracking

Travel coordination

• Arrange travel, lodging, itineraries, and conference registration


• Prepare expense reports and coordinate reimbursements


• Support purchasing-card reconciliation

Event and meeting support

• Coordinate rooms, registration, catering, and audiovisual needs


• Prepare agendas, minutes, and provide on-site support


• Track action items and coordinate follow-up activities and meetings

Other Duties

• Complete related tasks assigned by CRVRR and MICOM directors

Required Qualifications

• Bachelor's degree or an equivalent combination of education and experience


• 4+ years of professional administrative experience


• Experience managing complex calendars and schedules, including prioritizing competing demands and resolving scheduling conflicts


• Experience coordinating events and managing meetings, including planning logistics, organizing materials, onsite support for visitors, and ensuring successful execution of events and meetings


• Experience managing communications on behalf of leaders or teams, including triaging inquiries and ensuring timely resolution


• Experience managing budgets such expense reporting, reimbursements, and balances

Skills You Have

• Strong organizational, communication, proofreading, and editing skills


• Ability to manage competing priorities, meet deadlines, and produce accurate work


• Ability to work independently and collaboratively using sound judgment


• Experience with Microsoft Office, Google Workspace, and calendaring platforms


• Experience with biosketches, curricula vitae, conflict-of-interest documents, or publication tracking


• Takes initiative and demonstrates excellent organization, prioritization, flexibility, and time management skills


• Strong communication, collaboration and trust building skills


• Attention to detail, accuracy, and quality and completeness of work


• Proficiency using business software applications for document preparation, spreadsheet management, basic data tracking, and presentations

Why Work at Michigan?

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:

Benefits

• 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


• Maternity and parental leave


• University commitment to providing reasonable accommodations to individuals with disabilities

Modes of Work

Positions that are eligible for hybrid or mobile/remote work mode are at the discretion of the hiring department. Work agreements are reviewed annually at a minimum and are subject to change at any time, and for any reason, throughout the course of employment. Learn more about the work modes.

Application Deadline

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 any time after the minimum posting period has ended.

U-M EEO Statement

The University of Michigan is an Equal Opportunity Employer. We are committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants, including protected veterans and individuals with disabilities.