Administrative Manager

Michigan, United States
08 Nov 2018
End of advertisement period
14 Nov 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 Department of Psychiatry within the University of Michigan Medical School is seeking an experienced individual who can work with a high degree of independence and self-direction to join a growing research and program development team as Administrative Manager of TRAILS: Transforming Research into Action to Improve the Lives of Students. The TRAILS manager oversees all internal operations of the program, serves as a chief consultant to the Program Director, and acts as senior project manager on cross-cutting strategic initiatives. The TRAILS manager must be able to evaluate and problem-solve swiftly and successfully at multiple levels, ranging from on-the-ground-logistics to senior management and decision-making. This role requires both creative, visionary leadership and strong attention to detail. This is a core leadership position that will oversee a team of approximately 10 staff and provide daily management of all financial, operational, and business activities. This will be a full-time position at the academic staff level with a competitive salary and full benefits.

TRAILS is a rapidly growing statewide program that provides training, consultation, and technical support to K-12 schools to increase school-based delivery of evidence-based mental health practices for students. TRAILS is currently engaged in a variety of specific initiatives, including expansion of the program’s footprint both within and outside of Michigan; development of a comprehensive sustainability strategy and business case; enhanced integration of technology to improve clinical training, service delivery, and fidelity monitoring; and several district-level partnerships that push the program’s operational capacity.

This person will report directly to the TRAILS Program Director and will directly supervise a team of approximately 10 staff. They will be responsible for broad oversight of all TRAILS initiatives, ensuring that each project-specific team has adequate leadership, staffing, and resources; and tracking all projects to promote completion of deliverables in a timely and economic manner. This person will also be responsible for promoting clear coordination between teams and alignment of all initiatives within the broader mission of the TRAILS program. Ideal candidates will show the capacity to contribute to the development of a long-term vision for TRAILS, to facilitate alignment of short-term projects with long-term goals, to think critically about sustainability, and to recognize and anticipate challenges the TRAILS program will face and develop effective strategies for overcoming those challenges.


Responsibilities will fall under five primary categories:


  • Understand and work in alignment with the mission, goals and objectives of TRAILS
  • Provide an informed perspective to the TRAILS Program Director and leadership team regarding program identity, growth, and opportunities for expansion; and support coordination between program development and state- and federally-funded research initiatives and partners
  • Promote alignment of TRAILS initiatives with a long-term vision for program growth, while maintaining responsive and collaborative relationships with local, state, and national partners
  • Organize and direct major program, strategic planning, and development activities for TRAILS consistent with mission, goals, and institutional objectives, and in partnership with Michigan Medicine values

Personnel Management:

  • Provide leadership and direction for program staff, including web team, research and clinical teams, project managers/coordinators, grant support staff, and administrative support staff
  • Provide daily oversight and quality assurance of all TRAILS initiatives, confirming that project managers have adequate direction, leadership, staffing, and resources to complete stated goals effectively
  • Evaluate program staff in collaboration with the Program Director, and make recommendations for promotion, reclassification, and discipline, as appropriate
  • Analyze program staff needs, develop job descriptions for needed personnel, and lead recruitment efforts; play an active role in hiring and HR protocols for both clinical and non-clinical staff; and work directly with U-M HR to determine salaries, contracts, promotions, and raises, as appropriate
  • Work towards diversification of the TRAILS team, seeking to increase involvement of members of underrepresented populations, people of color, individuals with disabilities, and individuals representing underserved communities that TRAILS aims to reach through numerous initiatives

Grants/Financial Management:

  • Prepare an annual operating budget in collaboration with the U-M Office of Grants Management
  • Forecast program financial needs and evaluate financial implications of decision making
  • Monitor business operations and verify validity of expenses; ensure alignment of expenditures with approved grants and contracts
  • Ensure compliance with various University, state, and federal regulations, including IRBMED
  • Oversee the establishment of new project grants, reconciliation of accounts, and financial reporting to ensure adequate funding is available for staff and activities and funds are spent as planned
  • Track the funding flow between project grants and gifts, allocating staff effort and expenses to enhance financial performance
  • Complete and submit applications for funding, including funds from Michigan Medicaid, in coordination with the TRAILS Grant Writer and personnel in the Office of Grants Management

Community and Marketing:

  • Represent the TRAILS program in interactions with the community and external agencies
  • In partnership with the TRAILS communication and PR team, develop new tools and marketing plans in order to facilitate program growth and broad program recognition
  • Act as point of contact with program donors and actively seek out additional philanthropic opportunities
  • Partner with community benefit organizations and act as a TRAILS representative for requests for proposals and paid contracts

Business Process:

  • In collaboration with the U-M Office of Technology Transfer (OTT), support development of license use agreements and the licensing processes for TRAILS tools
  • With the Program Director, develop a strategic plan to enable scaling/replication of TRAILS to new areas, including development of market, financial, and needs analyses
  • Work with national business partners to sustainably grow the TRAILS program toward a clear, unified vision

Required Qualifications*

  • A Bachelor’s degree in Management, Business Administration, Healthcare Administration, or an equivalent combination of related education and experience.
  • Demonstrated effective communication, problem solving skills and customer service approach are required.
  • Experience in leadership and management; previous supervisory experience.
  • Strong financial experience including budgeting, monitoring and reconciliation management
  • Ability to multitask, stay organized, and meet multiple deadlines.
  • Must be able to communicate effectively verbally and in writing.
  • Ability to positively represent TRAILS program to internal and external customers.
  • Effectively prioritize workload to meet deadlines in a timely manner.
  • Excellent leadership and interpersonal skills.

Desired Qualifications*

  • A Master’s Degree in Health Care Administration, Public Health Policy, Business Administration, or a similar program is preferred
  • Experience with submission of grant applications and interpreting sponsor guidelines, as well as post- award grant management
  • Demonstrated interpersonal and relationship building skills; outstanding ability to work in close collaboration with a team of professionals from a variety of fields

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.

Background Screening

Under Michigan law, a criminal history check including fingerprinting is required as a condition of transfer or employment for this position.

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.


The University of Michigan participates with the federal E-Verify system. Individuals hired into positions that are funded by a federal contract with the FAR E-Verify clause must have their identity and work eligibility confirmed by the E-Verify system. This position is identified as a position that may include the E-Verify requirement.

U-M EEO/AA Statement

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