Administrative and Research Coordinator

Michigan, United States
09 Nov 2018
End of advertisement period
26 Nov 2018
Contract Type
Part Time

Job Summary

The Division of Nephrology is looking for a part-time administrative/financial specialist to assist with our pre and post-award, and faculty support needs.This person will work 3 days per week, supporting our pre and post-award finance teams, as well as the five nephrology faculty located at the Simpson Memorial Institute on E. Medical Ctr Drive and Observatory Street.

No background in Research Administration or Finance is required. We are open to individuals who already have the skillset to provide strong administrative support (service and detail-oriented, responsible, prompt, organized with strong computer and MS Office skills), but who may not yet have any research administration or finance experience. We will provide training for those responsibilities, though individuals who have taken at least one course in basic accounting / finance are preferred.

Currently, this role is for 24 hours (3 days/week) per week. If there’s interest and fit, this may turn into a full-time (40 hour/week) role.

Part-time (0.6 FTE, 3 days per week) / Location: Michigan Medicine – Simpson Bldg (102 Observatory Street)


Administrative Support:

Provide highly responsible and complex administrative support to the Division of Nephrology. Exercise initiative, independent judgment, diplomacy and a service-oriented attitude. Must follow-through in providing general secretarial support with excellent attention to details and the ability to prioritize and meet deadlines in a timely fashion. Utilize discretion and appropriate judgement regarding sensitive and / or confidential matters.

Support 4-5 Division of Nephrology faculty with the following as needed:

  • Coordinate schedules, calendars, meetings, lectures, and events.
  • Coordinate complex travel arrangements for domestic and international engagements.
  • Prepare agendas, secure room reservations and catering for faculty meetings as needed.
  • Prepare travel itineraries and expense reports; prepare and submit Concur expense reports.
  • Transcription and editorial work related to curriculum vitae (CV), manuscripts, abstracts, chapters, papers, articles, grants, itineraries, and agendas.
  • Procure goods/services using UM Purchasing Card; reconcile P-Card statements using M-Pathways.
  • Provide back-up and cross coverage for other Divisional Administrative Assistants.
  • Other administrative duties as needed.

Pre-Award & Grant Administration Support:

  • Assist with pre-award and post award activities and keep regular communications/meetings with faculty and staff.
  • Apply comprehensive knowledge and project management skills to Federal, industry and not-for-profit grant proposals.
  • Understanding of guidelines and adherence to deadlines.
  • Ability to follow grant instructions and evaluate various courses of action.
  • Coordinate execution of Unfunded Agreements (UFAs) which include Material Transfer Agreements, Non-Disclosure Agreements as well as Data Transfer Agreements.
  • Attend research meetings to keep abreast of current policies and guidelines.
  • Complete grant progress reports, Just in Time Requests (i.e. maintenance of other support documents).
  • Liaison with external partners to complete subcontract paperwork for outgoing new proposals as well as progress reporting.
  • Maintain appropriate communications with the Department of Internal Medicine, the Medical School and the Office of Research & Sponsored Projects (ORSP).
  • Secure cost sharing for internal and external applications.
  • Maintain various grant documents for quick turnaround (budget templates, biosketches, facilities, equipment, etc.).
  • Ability to work with external institutions on proposals, subcontracts and other documents.

Post-Award Financial Support:

  • Provide administrative support in the reconciliation sponsored research and other project accounts using eReconciliation.
    • Investigate and correct discrepancies, and assist with variance analysis and long-range forecasting.
    • Create and maintain account files.
    • Initiate and process journal entries.
    • Assist in the preparation of accurate and timely reports for project investigators.
  • Assist with data gathering and analysis for yearly divisional budget.

Required Qualifications*

Adhere to high standards of teamwork by demonstrating adaptability, flexibility and consistently sharing information and resources with others. Intermediate experience in Microsoft Office software (Excel, Word, Powerpoint, and Outlook).Must have demonstrated ability to maintain confidentiality and to exercise discretion and judgement in responding to requests for information.Demonstrate ability to exercise good judgement and work successfully within a team and also independently.Excellent computer, verbal and interpersonal skills.Must be extremely organized, accurate and detailed oriented.Ability to multitask and prioritize appropriately.Demonstrated interest in finance/accounting, research administration, and providing excellent customer service.Clear and concise communication skills (written and oral).Bachelor’s degree or equivalent combination of education and experience.

Desired Qualifications*

Minimum 2 years of experience.

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.