Administrative Project Coordinator

Location
Michigan, United States
Posted
07 Nov 2018
End of advertisement period
13 Nov 2018
Ref
164677
Contract Type
Permanent
Hours
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 is an important component of the candidate selection process and should accurately reflect your communication skills/style, address your specific interest in this position and give narrative context to the skills, qualifications and experience outlined in your resume that directly relate to the duties detailed in this posting. The cover letter should also contain a statement summarizing the applicant’s values regarding Diversity, Equity and Inclusion in Higher Education.

Job Summary

The University of Michigan Department of Economics is a world-class academic unit within the College of Literature, Science and the Arts. The core function of the Department is to equip our students with a set of analytical tools that will allow them to think creatively, whether they go into a career of law, business, education or public service. Our faculty consists of internationally-renowned researchers and excellent teachers in the field of economics whose mission is to inform students and society alike on the latest research and trends and promote intellectual exchange amongst academic, governmental and corporate leaders.

Responsibilities*

The incumbent for this position must provide responsible, independent administrative support to the Department of Economics and the Research Seminar in Quantitative Economics (RSQE) unit, including working with matters of a highly sensitive and confidential nature. A summary of the major duties of this position include, but is not limited to, the following:

Academic Affairs (35)%

  • Coordinate recruiting activities for tenure-track (junior), lecturer, research and post-doc (including MSF) faculty.
  • Manage data for applicants via Headhunter and EconJobMarket.
  • Set up junior candidate recruiting schedule format and coordinate communication with job candidates, faculty for flyouts.
  • Compile dossiers for offers and appointments to submit to LSA for approval.
  • Request letters and oversee appointment process for Research Faculty/Visiting Scholars/Lecturers and for all summer teaching assignments.
  • Keep track of visa needs and ensure processing of J-1 status individuals is completed, as appropriate.
  • Create and update the course bank spreadsheet for the Associate Chair (and Chair).
  • Validate teaching loads for all faculty ranks for each academic year (ensure faculty have appropriate teaching assignments for their appointment level, initiate overload requests when necessary and assure appointments are completed accurately).

RSQE Administration (30)%

  • Serve as higher-level administrative support for the RSQE Director and manage various unit activities and initiatives.
  • Collaborate with the RSQE Director to create a strategic plan for RSQE.
  • Represent RSQE Director to administrative contacts in the Economics office, LSA Finance Office, Haven Hall Business Office, LSATS and other University units.
  • Assist with grant applications and awards on behalf on the unit in connection with the business office.
  • Manage the membership categories, billing set-up, and maintain relationships with and databases of information in Cvent for RSQE Forecast Subscribers.
  • Coordinate RSQE activities with external agencies (MEDC, Mott Foundation, GLC, Washtenaw and Oakland Counties, City of Detroit, etc.) and other forecasting and research constituents (Central Michigan, MSU, Washtenaw Community College, etc.)
  • Approve RSQE purchases & commitments in the financial systems.
  • Approve RSQE Staff HR appointments (DBE changes, postings, PARs, hiring/onboarding, PeoplePay payments, additional pay payments for ad hoc work).
  • Oversee and provide functional supervision for administrative aspects of the Research Staff FTE (training requirements, review procedures, employee actions and files, incentive pay records and evaluation, compliance reporting, effort reporting, etc.).
  • Assign work to and supervise temp-hourly staff (like editors, student assistants, etc.).
  • Assign writing and social media tasks, and approve content updates for RSQE Web page via the Economics Department Web Content Coordinator.
  • Research, evaluate options and make recommendations to the Director for creating a revenue-generating continuing education component to run concurrently with the RSQE annual economic outlook conference. Implement chosen option (establish infrastructure, contracts, revenue models, staffing needs, accreditation needs, etc.).

Administrative Duties (25%)

  • Use P-Card for relevant expenses (e.g. recruiting) and send receipts to SSC for reconciliation.
  • Work on ad hoc data projects including DEI, historical HR, Department administration.
  • Analyze and summarize data on departmental special projects as assigned
  • Actively participate in weekly meetings with the chief administrator and monthly staff meetings.
  • Web/Intranet duties: Create and maintain information, including bio info, on the people pages for faculty, non-student employees and all visitors on the Econ Website. Create and update content relevant to the position’s job duties updated on the Econ Portal.

Donor Relations (10%)

  • Create monthly narrative activity report for events/activities/purchases from gift funds to increase stewardship data for existing donors and reporting for ELC and MITRE.
  • Send gift acknowledgments to donors (monthly basis), determine and complete additional outreach needs for donor stewardship.
  • Serve as Department contact/liaison with ELC members throughout the year.
  • Participate in the planning, execution and evaluation of the annual ELC meeting (meeting logistics are supported by the Meeting & Event Coordinator).

Required Qualifications*

  • High School diploma or equivalent experience
  • 2 or more years of administrative experience, preferable in an academic setting
  • 1 or more years of project experience
  • Demonstrated proficiency in MS office applications (Excel, Word applications)
  • Strong organization, attention to detail and accuracy, ability to take ownership of tasks and projects, willingness to embrace change, strong communication skills.
  • 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.
  • Commitment to actively participate in maintaining a positive work environment and an open, welcoming,helpful and inclusive department and university climate.
  • Commitment to the University, college and department diversity, equity and inclusion initiatives.

Desired Qualifications*

  • Bachelor’s degree.
  • Knowledge of University policies and procedures.
  • Experience or familiarity with contract administration/sponsored research and LSA General Fund rules are preferred.
  • Experience/familiarity with HRMS and LSA’s MRS, and Customer Relationship Management software systems (Cvent, ConstantContact) are preferred.

Additional Information

Some additional hours may be required from time to time (including on evenings and weekends).

The College of Literature, Science, and the Arts seeks to recruit and retain a diverse workforce as a reflection of our commitments to serve the diverse people of Michigan, fulfill the College’s Guiding Principles, and sustain the excellence of LSA.

To learn more about diversity, equity, and inclusion visit http://lsa.umich.edu/lsa/about/diversity--equity-and-inclusion.html

To learn more about LSA’s Guiding Principles visit http://lsa.umich.edu/lsa/faculty-staff/human-resources/lsa-staff-guiding...

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.

Mission Statement

The mission of the University of Michigan is to serve the people of Michigan and the world through preeminence in creating, communicating, preserving and applying knowledge, art, and academic values, and in developing leaders and citizens who will challenge the present and enrich the future. The University of Michigan is committed to foster learning, creativity and productivity, and to support the vigorous exchange of ideas and information, not only in the classroom but in the workplace by:

Creating a work environment in which people treat each other with respect and dignity, regardless of roles, responsibilities or differences.

Providing support, direction and resources enabling us to accomplish the responsibilities of our jobs and to reach the goals that are set for professional and personal growth.

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.