Program Assistant

Kappaalphapsi1911; Ann Arbor, Northern (MI, KY); Hybrid; USD 42,000 - 54,000; Full time

Job summary

University of Michigan is seeking a Program Assistant to join the Human Subject Incentives Program (HSIP) in the Treasurer's Office. You will help process incentive payments, enter participant data, and assist customers with questions related to HSIP and IRB processes. Remote-first with on-site expectations as needed.

The role emphasizes strong customer service, attention to detail, and collaboration with various university teams to ensure compliance and smooth payment workflows.

Qualifications

• A minimum of 12 months of customer service experience.
• Strong working knowledge of Microsoft Office software: Excel, Word, Access, and PowerPoint.

Responsibilities

• Ensure all HSIP payment requests are processed on time, including running queries in M-Pathways, entering and uploading data into the HSIP system, and releasing payment requests.
• Process all prepaid gift card payments, utilizing an external vendor interface, and resolve any payment issues with the vendor.
• Work with HSIP customers (e.g., research study teams) to answer any questions related to the HSIP system, the subject incentive payment process, or questions about their IRB study, ensuring excellent service is provided to all customers.
• Work to identify and resolve any errors that may prevent HSIP requests from being processed.
• Work with HSIP partner organizations (e.g., cashier's offices, card services team, Treasury program specialists, check-writing) to coordinate payment requests facilitated by partner organizations.
• Maintain reports to monitor compliance with HSIP request reconciliation guidelines, Institutional Review Board (IRB) requirements, state and federal tax reporting requirements, and Financial Operations guidelines.
• Demonstrate the ability, motivation, and willingness to employ customer service skills to ensure HSIP customers are able to meet university guidelines and IRS requirements.
• Work with Accounts Payable (AP) to resolve any issues with check payments (returned checks, missing payments, void and reissue procedures).
• Look for opportunities to educate the HSIP customer base for a better HSIP experience, including developing materials to aid customers with the HSIP system.
• Contribute to the process improvement of HSIP by offering meaningful solutions, preparing communication plans, and working with the HSIP team to determine the impact of process improvement endeavors.

Skills

Customer service

MS Office

Education

Bachelor's degree in Business Administration

Job description

Job Summary

We are in search of a Program Assistant to join the Human Subject Incentives Program (HSIP) in the Treasurer's Office. As a member of the HSIP and Treasurer's Office teams, you will be part of an organization where trust, integrity, and accountability are key values.

The Program Assistant works with university study teams and partner organizations to facilitate incentive payments to research study participants. This includes processing requests via an online request form, entering participant data from documentation provided by study teams, and assisting customers with any questions/requests that may arise.

This position is not exclusively remote and may require on-site presence, with the possibility of additional in-person requirements depending on the nature of the work.

Responsibilities

• Ensure all HSIP payment requests are processed on time, including running queries in M-Pathways, entering and uploading data into the HSIP system, and releasing payment requests.
• Process all prepaid gift card payments, utilizing an external vendor interface, and resolve any payment issues with the vendor.
• Work with HSIP customers (e.g., research study teams) to answer any questions related to the HSIP system, the subject incentive payment process, or questions about their IRB study, ensuring excellent service is provided to all customers.
• Work to identify and resolve any errors that may prevent HSIP requests from being processed.
• Work with HSIP partner organizations (e.g., cashier's offices, card services team, Treasury program specialists, check-writing) to coordinate payment requests facilitated by partner organizations.
• Maintain reports to monitor compliance with HSIP request reconciliation guidelines, Institutional Review Board (IRB) requirements, state and federal tax reporting requirements, and Financial Operations guidelines.
• Demonstrate the ability, motivation, and willingness to employ customer service skills to ensure HSIP customers are able to meet university guidelines and IRS requirements.
• Work with Accounts Payable (AP) to resolve any issues with check payments (returned checks, missing payments, void and reissue procedures).
• Look for opportunities to educate the HSIP customer base for a better HSIP experience, including developing materials to aid customers with the HSIP system.
• Contribute to the process improvement of HSIP by offering meaningful solutions, preparing communication plans, and working with the HSIP team to determine the impact of process improvement endeavors.

Other responsibilities as assigned.

Required Qualifications

• A minimum of 12 months of customer service experience.
• Must demonstrate strong working knowledge of Microsoft Office software: Excel, Word, Access, and PowerPoint.

Proven history of meeting the following key University professional competencies:

• Exceptional customer service: Demonstrated ability to take personal responsibility for resolving customer issues, as evidenced by exceeding customer expectations.
• Building relationships: Demonstrated ability to positively influence a work team, as evidenced by an approachable, positive attitude.
• Achievement orientation: Demonstrated ability to be self-directed and prioritize multiple initiatives simultaneously.
• Strategic thinking: Demonstrated ability to think critically to resolve complex customer inquiries.
• Communication: Demonstrated excellent written and verbal communication skills.
• Development of self and others: Demonstrated ability to be self-reflective, as evidenced by actively seeking feedback on personal improvement, resulting in personal and professional growth.
• Adaptability to change: Demonstrated ability to adapt and participate in change positively.
• Advancing the mission: Demonstrated knowledge of the University's mission.

Desired Qualifications

• Prior research administration experience and familiarity with HSIP.
• Familiarity with the M-Pathways financial system.
• Understanding of basic accounting principles.
• Knowledge of University financial policies and procedures, and the University Standard Practice Guide.
• Bachelor's degree in Business Administration or equivalent combination of work experience.

Modes of Work

This is a remote-first position. The Treasurer's Office uses shared hoteling space within the Finance organization for in-person collaboration and meetings; dedicated individual workspaces are not provided.

The University provides a desktop computer, monitors, and standard peripherals. The final equipment configuration will be tailored to the role and confirmed with the selected candidate during onboarding. Work arrangements may be adjusted based on business needs and University policies. Work agreements are reviewed at least annually and may be adjusted based on business needs. Learn more about work modes here.

Additional Information

The University of Michigan, with an operating budget of $12.4 billion, is a leader in higher education.

The Finance Division reports to the Executive Vice President and Chief Financial Officer and partners with the University community to provide the financial infrastructure essential to being one of the world's greatest public universities.

We are comprised of several units, including Treasury, Financial Operations, Procurement Services, and Institutional Financial Planning & Analysis.

Comprised of several distinct divisions, we share a common set of values and goals.

For more information about the Finance Division, please go to www.finance.umich.edu

We offer an extensive total compensation package, including competitive pay, two-for-one retirement contributions, a variety of health insurance options, and a generous vacation plan. In addition, there are seven paid holidays and four paid season days.

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.