Administrative Coordinator/Project Coordinator

University of Michigan; Ann Arbor (MI); On-site; USD 42,000 - 64,000; Full time

Job summary

University of Michigan is seeking a project coordinator for the CASCADE Lab to support cancer prevention and survivorship initiatives. This term-limited appointment will end one year from the start date, with potential extension based on performance and funding.

Responsibilities include calendar/email management for leadership, event planning, travel arrangements, meeting support, purchasing, and assisting with NIH biosketches, manuscripts, and study communications.

Qualifications

• Bachelor's degree and one year of secretarial/administrative experience.
• Exceptional organizational skills; ability to meet deadlines and deliver detailed work.
• Ability to work both in a team and independently with good judgment.
• Excellent computer skills with MS Word, PowerPoint, Excel, Google tools, and calendar platforms.
• Strong oral and written communication and proofreading abilities.

Responsibilities

• Calendar and email management for assigned leadership, including scheduling and coordinating meetings and Zoom.
• Plan and coordinate events and meetings, including venues, catering, AV, and other needs.
• Coordinate travel arrangements including flights, ground transport, lodging, registrations, and expense reports.
• Support meetings and seminars with agendas, minutes, and follow-ups; arrange Zoom and rooms.
• Assist with funding proposals, biosketch updates, CVs, and manuscript submission processes.
• Organize study communications, newsletters, biospecimen kits, and materials; approve timesheets.

Education

Bachelor's degree

Tools

MS Word

PowerPoint

Excel

Google apps

Calendaring platforms

Job description

Job Summary

The CASCADE Lab is dedicated to preventing cancer and improving the lives of cancer survivors locally and globally. The Lab is home to MI-CARES (cancer & the environment study), SOCIAL (ovarian cancer cohort study), YO MI-CARES (young onset cancer & the environment study), and ARROWS (ovarian cancer prevention). The Research Lab is looking for a project coordinator to join our core team to help achieve our goal of preventing cancer and improving cancer survivorship.

This is a term-limited appointment that will end one year from appointment start date, with the potential for an extension depending on performance and available funding.

Responsibilities

• Calendar and Email Management: Provide calendar and time management support to leadership you are assigned to. Prioritize and respond to calendar requests, plan accordingly, and, as requested, schedule meetings, manage calendar invitations, reserve meeting rooms, prepare meeting rooms, and arrange for equipment and other meeting needs. Act as liaison in Zoom and other virtual platforms and respond to administrative emails.
• Event Coordination: Plan and coordinate events, including leadership and staff activities, working with venues within and outside the University to reserve space, catering, audio‑visual, and other needs.
• Travel Arrangements: Coordinate the development of itinerary flight schedule and reservations, ground transportation, hotel accommodations, conference registrations and other applicable arrangements and completion of travel expense reports.
• Meeting and Seminar Support: Help facilitate meetings/seminars, prepare/distribute agendas, minutes, track action and pending items and coordinate follow‑up activities. Prep room in advance of meetings/seminars if needed, obtain and place refreshments in the room, and arrange Zoom meetings.
• Purchasing: Order and track supplies, prepare requisitions, purchase orders, non‑PO vouchers as needed using the M‑Pathways Procurement systems; maintain accurate and complete documentation of financial transactions for review by Center manager and Epid dept. Submit reimbursement requests.
• Proposal and Manuscript Assistance: Assist with compiling documents for funding proposals, including updating NIH biosketches/other support documents as well as obtaining the same updated documents for other investigators on proposals; assist with maintaining and updating faculty curriculum vitae, other support and biosketches. Submit and track manuscripts, prepare manuscript title pages and references.
• Study Organization: Triage study emails including responding to or forwarding messages as appropriate. Process participant incentives, mail documents to study participants or potential study participants, organize presentations, webinars, and newsletters including sending out announcements. Put together biospecimen kits and other mailings. Approve timesheets for research team on behalf of PIs.
• Teaching assistance: Photocopying, organizing Canvas course sites, communicating with students, scheduling guest lectures.
• Other related tasks as needed at the discretion of the Principal Investigators.

Required Qualifications

• Bachelor's degree and one year of secretarial and/or administrative experience, or equivalent combination of experience and education.
• Proven ability to prioritize, have exceptional organizational skills, meet deadlines and produce detailed and accurate work.
• Demonstrated ability to work successfully within a team and also independently and exercise good judgment.
• Excellent computer skills (especially in MS Word, Power Point, Excel, Google and calendaring platforms).
• Excellent oral and written communication skills, and proofreading skills.

Desired Qualifications

• Three years of secretarial and/or administrative experience.

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. This position requires fully on‑site work. There is potential for up to one remote work day after the initial training period.

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.