Administrative Specialist Intermediate Health

Michigan, United States
07 Nov 2018
End of advertisement period
12 Nov 2018
Contract Type
Full Time

Job Summary

The Department of Neurology is seeking a full-time Administrative Specialist to provide research faculty support and supervise four research program administrative support staff who assist Research Faculty. 

The Department of Neurology offers competitive salaries, commensurate with experience and boasts a culture of acceptance, openness, flexibility and teamwork.


This position reports to the Research Administrator and provides functional supervision to the administrative support staff.  As the lead for this team, this position will work very closely with faculty and other team members to:

Project Administration:  Manage the Neurology Department Training Grant (T32) and the University of Michigan Clinical Neuroscientist Training Program (UMCNTP) R25.  Duties include maintaining files of all current and past awardees, applicants, mentors, competing renewals, progress reports, annual symposium, executive committee meetings, processing trainees via xTrain.

  • Research Administration:
    • Coordinate and provide pre-and post-award research administration, financial, UMS, policy, procedure, process, resource and skills training to faculty, staff and administrative support personnel.
    • Assist with grants applications and progress reports to federal and non-federal sponsors, including the Veteran’s Administration and National Institutes of Health.
    • Provides consultative evaluations for training plans, performance evaluations and salary programs.
    • Coordinate and schedule grant resubmission reviews.  
    • Assist with Unfunded Agreements (UFAs).  
    • Serve as a liaison or representative with other campus units as required.
    • Coordinate preparation and submission of multi-PI applications such as Program Project and Training Grant applications.  
    • Works on RPPRs with both pre- and post-award research administrators as necessary.
  • Faculty support:  
    • Provide high-level administrative support to designated BSRB research faculty.  
    • Serve as a primary departmental eResearch and training resource.
    • Faculty resource for navigating HR process and policy.
    • Triage and manage communication flow (telephone, fax, mail, etc.).  
    • Perform word processing and document preparation and management (including transcription, editing, updating documents, e.g. CVs, biographical sketches, other support, correspondence, grants being submitted and/or reviewed; manuscripts begin submitted and/or reviewed, abstracts, IUCUC and/or IRB protocols, slides, course materials and forms).
    • Maintain electronic and paper files and databases.  
    • Schedules local, national and international travel, conference calls, meetings (including arrangements for location, facilities, catering services, etc.).  
    • Maintain multiple electronic calendars and anticipates deadlines.  
    • Maintain office supplies.  
    • Places and track orders (Tier 1 & 2 role).  
    • Reconcile P-Card statements and process reimbursement via Concur and PeoplePay.  
    • Perform copying and filing.  Utilize Reference Manager (EndNote) to maintain and update databases.  
    • Perform reference searches & retrieve copies of reference materials.
    • Arrange itineraries and reimbursement for visiting professors, prospective faculty and guest speakers.
  • Supervision:  
    • Supervise and manage 4 research program administrative support staff plus ad hoc support on an as needed basis, including setting performance goals, work allocation, mentoring, coaching, training, and hiring.  
    • Provide ongoing mentoring, coaching, and skills development.  
    • Coordinate hiring and training of new research administration personnel.
  • Department Administration:  
    • Responsible for the annual Medical School (BSRB) Space Survey;
    • Primary point of contact for procurement training and policy development in Neurology;
    • Tier 2 procurement unit liaison; supports department with disseminating safety information and supporting university safety policies for the department;
    • Assist Associate Chair for Research by arranging, coordinating, documenting and staffing on-going department research meetings, including agenda maintenance and documenting decision-making and policy setting proceedings;
    • Support department management with BSRB research staff compliance including flu vaccination policy adherence; Assist with MLearning compliance and management.

Required Qualifications*

  • Bachelor’s Degree or Associate's degree and 3-5 years of related experience, or equivalent experience
  • Skills and familiarity using Excel, Word, Powerpoint, Outlook (calendaring)

Desired Qualifications*

  • Bachelor’s degree in business, accounting, or finance
  • 3-5 years of research administration experience
  • Experience with eResearch, M-Pathways, Wolverine Access HRMS, Concur, PCards, Tier1 &2 procurement
  • Experience managing submissions from a wide variety of sponsors, including National Institutes of Health, industry contracts, and foundations

Successful candidates will have the following character traits: Strong integrity, highly proactive, with a high degree of problem solving skills. They will have the ability to retain a high sense of ownership and accountability for workload, be flexible and resilient in the face of change, provide excellent customer service. The successful candidate will exercise excellent independent judgement, appropriately discern when to ask questions or ask for help, and manage competing priorities and deadlines.Successful candidates will also possess excellent communication skills, and the ability to resolve conflict with a positive and win-win approach. They will possess expert-level follow up skills, have a high attention to detail, and be able to appropriately handle confidential and sensitive information

Work Locations


Background Screening

Michigan Medicine conducts background screening and pre-employment drug testing on job candidates upon acceptance of a contingent job offer and may use a third party administrator to conduct background screenings.  Background screenings are performed in compliance with the Fair Credit Report Act.

Mission Statement

Michigan Medicine improves the health of patients, populations and communities through excellence in education, patient care, community service, research and technology development, and through leadership activities in Michigan, nationally and internationally.  Our mission is guided by our Strategic Principles and has three critical components; patient care, education and research that together enhance our contribution to society.

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.