Administrative Assistant Senior

University of Michigan; Ann Arbor (MI); On-site; USD 50,000 - 65,000; Full time

Job summary

The University of Michigan in Ann Arbor is seeking an Administrative Assistant to support the Michigan Center for Respiratory Virus Research and Response (CRVRR) and MICOM, leading collaborative research on respiratory viruses and public health data analytics.

Responsibilities include calendar management, scheduling, event coordination, travel logistics, budgeting, and manuscript support, with on-site and hybrid work options as determined by the department.

Qualifications

• Bachelor's degree or equivalent combination of education and experience.
• 4+ years of professional administrative experience.
• Experience managing complex calendars and scheduling conflicts.
• Experience coordinating events and meetings, including planning logistics and onsite support.
• Experience managing budgets, expense reporting, and reimbursements.
• Experience handling communications on behalf of leaders or teams.

Responsibilities

• Manage faculty calendars and schedule meetings.
• Support Zoom and other virtual meetings; coordinate communications.
• Order supplies and process purchasing documents; maintain financial records.
• Arrange travel, lodging, itineraries, and conference registrations; coordinate reimbursements.
• Prepare agendas, minutes, and provide on-site support for events and meetings.
• Complete related tasks assigned by CRVRR and MICOM directors.

Skills

Organization

Communication

Time management

Independent work

Team collaboration

Education

Bachelor's degree or equivalent

Tools

Microsoft Office

Google Workspace

Calendaring platforms

Job description

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*

Calendar and scheduling management

• 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
• Arrange travel, lodging, itineraries, and conference registration
• Prepare expense reports and coordinate reimbursements

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:

• 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 maybegin as early as the eighth day after posting.Thisopening 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.