Admin Coordinator / Project Coordinator

Michigan, United States
29 Oct 2018
End of advertisement period
29 Dec 2018
Contract Type
Full Time

How to Apply

A cover letter is required for consideration for this position and should be attached as the first page of your resume. The cover letter should address your specific interest in the position and outline skills and experience that directly relate to this position.

Job Summary

The Life Sciences Institute is seeking a qualified individual that will perform a variety of high-level, autonomous and/or team-based administrative duties in support of the day-to-day operations of two scientific centers located within the Life Sciences Institute (LSI): the Center for the Discovery of New Medicines (CDNM) and the Center for Chemical Genomics (CCG). The administrative coordinator/project coordinator will have a dual reporting relation to the Director of the CCG and the Director of the CDNM.

The CCG was founded at the LSI in 2004 to provide expertise and resources to use high-throughput screening (HTS) strategies to start and advance novel drug discovery projects. CCG supports approximately 20 projects per year. The CCG is supported in part through funding provided by a RFA administered by the CDNM. Created in 2012, the CDNM’s mission is to identify, fund and mentor drug discovery projects across the University of Michigan campus. With over 50 projects in its growing pipeline, the CDNM is early-stage drug discovery and development component of the larger campus-wide Michigan Drug Discovery platform.


Job responsibilities will include, but not be limited to, the following:

Event and Meeting Management:

  • Organize, promote, and execute speaker series, colloquium series, user forums and other educational events, and laboratory events, to include the following:
  • Arrange and facilitate seminars to include all room reservations, hotel, air fare, ground transportation and catering. Responsible for coordinating the set up and operation of teleconferencing and desktop sharing technology for remote location conferencing.
  • Prepare meeting itineraries for speakers/visitors with detailed logistics; serve as point-of-contact for the visitor and escort to various campus locations.
  • Prepare and process travel reimbursements and honorariums for speakers/visitors.
  • Assist with the CDNM Request for Proposals (RFP) process and follow-up communications with funded projects related to the CDNM Pilot Grants (twice per year); handle grant announcement, soliciting and confirming reviewer committee members, scheduling review committee meetings, attending and notetaking during meetings, collection, tracking and review feedback and scoring sheets, drafting award letters, and scheduling follow-on mentorship meetings.
  • Schedule and coordinate CDNM Executive Committee Meetings, including preparation and/or distribution of agenda and referenced documentation, and all related logistics.
  • Schedule and support committee work within each of the Centers and organize related laboratory events.

Calendar Support:

  • Organize meetings for directors and staff of Centers as needed, exercising discretion and judgment as to priorities, including one-on-one meetings as well as group meetings.
  • Organize and prepare material for meetings and follow up on decisions and other assignments that result; monitor progress of assignments to ensure timely completion.
  • Coordinate with the administrative support in related basic science departments for the organization and communication of events and various Center meetings.


  • Based on a good working knowledge of the science and mission of the Centers, accurately represent both in all professional correspondence and interactions. This includes emails, telecommunication and face to face interactions with leaders, principal investigators, students and staff at U-M. It also includes interactions with professionals at other universities, government, foundations and in the private sector.
  • Draft, edit and format scientific correspondence, documents and reports to include, but not limited to: responses to principal investigators not selected for funding with scientific review details as basis for decision; funding requests to deans, directors, department heads, division chiefs, and similar university leadership with background data and outcomes; annual reports to executive committee and/or university leadership with details on productivity, capacity and impact; graphs, charts and other representative figures for slide decks, annual reporting, budget narratives; agendas and associated emails for leadership meetings including coordination of scientific materials associated with grant review and decision making.
  • In partnership with the LSI Communications Director and CDNM staff, assist with marketing outreach for Centers including editing and publishing newsletters; attendance at campus events on behalf of the Centers; website maintenance and global email communications to collaborators, customers and internal/external audiences.
  • Collect information from researchers and create draft letters of support from Centers.
  • Track communications, such as letters of support and grant applications, for Centers.
  • Create electronic filing systems and document naming principles based on specific needs of each of the Centers.

Project and Finance Support:

  • Work in partnership with LSI finance employees to provide information on project funding decisions, status updates, recharge activities, and data for creation of annual budgets and ongoing financial monitoring.
  • Track Center supported projects which requires understanding the Center’s strategic objectives and the underlying scientific and financials supporting data, as well as an ability to compose and edit work products with limited supervision and guidance.
  • Search, discern, and track publications and grants by therapeutic area and/or biomedical program based on scientific knowledge and/or follow on Center services or funding.
  • Analyze and summarize primary data into easily understood charts and/or narrative formats.
  • Assist with grant applications and awards on behalf of the Centers in connection with LSI research administration team.
  • Assist with maintaining calendar/Gantt chart of ongoing/upcoming projects and which CCG personnel are on them.
  • Regular tracking of activities for the Centers including publications as a result of collaborative work, presentations given, patent/technology transfer issues, and tours for visitors/students.
  • Provide contact information and safety records to LSI administration for all CCG users needing afterhours building and lab access.
  • Track CCG MScreen user agreements and register new users in MScreen.
  • Maintain contact lists for internal and external center(s) clients.
  • Track recharge metrics for CCG with running totals for various grants and unit usage.
  • Oversee collection of information for annual monthly CCG billing and work with LSI finance employees to provide necessary information for invoicing clients.
  • Track and reconcile PCard expenses through Wolverine Access on a timely basis, following University policies and guidelines.


  • Proactively interact with LSI administrative staff and other administrative units at the University to communicate issues, resolve problems and to ensure that Center and laboratory activities are well organized and effective.
  • Coordinate with LSI Development staff to provide information necessary for donor visits, fundraising activities, communication with other interested University partners (Business Engagement Center, Fast Forward Medical Innovation, appointing departments, etc.).
  • Help keep track of customer or potential customer requests/inquiries that need to be responded to.
  • Assist CCG director with the Translational Research Education Certificate (TREC) program including responding to student inquiries (simple requests for information) and sending requested documents, arranging meetings between students or potential students and CCG director, and coordinating with other departments for communications of program.
  • Handle special projects and other duties as assigned.
  • Maintain open and ongoing communication and follow up with Center Directors.

Required Qualifications*

  • A bachelor’s degree in a life sciences field or an equivalent combination of education and experience.
  • Minimum of three progressively responsible administrative experience, preferably in a higher education research setting.
  • Prior experience with organizing and promoting educational events, preferably in a higher education research setting.
  • Highly organized, attentive to detail and accuracy, and strong record-keeping skills are essential.
  • Demonstrated ability to present ideas to increase efficiency.
  • Excellent oral, written and interpersonal skills with a strong customer service focus and demonstrated commitment to creating a positive work environment.
  • Demonstrated ability to successfully interact with various management levels and department staff internal and external to the University.
  • Proven ability and knowledge to comprehend and compose professional scientific correspondence for Center Directors.
  • Demonstrated ability to accurately follow directions, as well as proven initiative to gather information and resources needed to assure assignments are completed in a thorough and timely manner.
  • Demonstrated ability to work in a team environment as well as independently, set priorities, multi-task, handle multiple assignments and deadlines, and display excellent judgment while operating in a flexible and professional manner.
  • Strong proficiency in the use of computers, including MS applications (Word, Excel, PowerPoint) and experience working with Google calendars and documents.
  • Ability to quickly learn new computer systems for accessing data, creating necessary tracking reports, analysis, billing, and user/client follow up.

Desired Qualifications*

  • Experience with principles and monitoring of internal and external recharge activities.
  • Working knowledge of and exposure to unit budget creation, analysis and monitoring.
  • Grant administration experience, preferably in a higher education research setting.
  • Working knowledge of applicable University policies and procedures, including travel and reimbursement.
  • Familiarity with higher education culture, reporting structure and decision making.

Background Screening

The University of Michigan conducts background checks on all job candidates upon acceptance of a contingent offer and may use a third party administrator to conduct background checks. Background checks will be performed in compliance with the Fair Credit Reporting Act.

Application Deadline

Job openings are posted for a minimum of seven calendar days. This job may be removed from posting boards and filled anytime after the minimum posting period has ended.

U-M EEO/AA Statement

The University of Michigan is an equal opportunity/affirmative action employer.