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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.


The Division of Gastroenterology has an immediate need for an Administrative Specialist Intermediate skilled in laboratory management and administration, as well as pre and post award grant administration and financial management.  You will be working in a specialized, dynamic and growing GI research laboratory focused on human genetics of obesity and fatty liver disease. Specific duties for this highly regarded team member include:

Laboratory Management and Administration -

Provide general administrative support for P.I.’s laboratory, including managing laboratory monthly budget, process orders for supplies, process purchase orders (P.O.’s), reconcile Pcard statements, preparing reimbursements, host events, assign lab jobs, support lab to meet OSEH compliance, update licenses (medical, controlled substance, research). Work closely with GI Human Resources Manager and the Human Resources Lead in the Department of Internal Medicine to support hiring of personnel (student temps, research fellows, graduate students, etc.), arrange for visas, support cultural exchange letters for H1B, J-1 and extensions, maintain training records/certificates, keep records of annual and disciplinary evaluations, arrange for travel. Schedule meetings and teleconferences with laboratory staff, collaborating faculty, advisory committee members, NIH scientific staff, etc., prepare minutes, disseminate communication, etc. Act as liaison with NIH program managers, tech transfer (patent applications, materials transfer agreements), distribute emails, support web-based teleconferencing using a variety of platforms and update announcements on lab website and keep website up to date.  Schedule the time and date of meetings, reserve conference and meeting rooms, send out meeting reminders, prepare agendas, record and distribute meeting minutes, set up action plans, host events, perform follow-up, provide logistical support for meetings, site visits. Prepare manuscripts, process PMCIDs for laboratory publications, add new manuscripts to website.

Laboratory Grant Administration and Financial Management -

You will work closely with and under guidance from the GI Grants Management Team to independently prepare budgets, budget justifications, biosketches, help prepare annual progress reports, non-competing renewals, sub-contracts, pilot projects, close out, carry overs, as well as support preparation of clinical study protocols, IND, IDE, NSR, patient remuneration, clinical studies coordinator, and clinical faculty, etc.  You will also work very closely with and under guidance from the GI Divisional Accounting Team to prepare monthly reports on lab expenses, maintain salary grid, perform financial accounting for each funded grant, personnel budget, expenditures, awards, etc.

Required Qualifications*

A Bachelor’s degree in business or related healthcare field is necessary, as well as, three to five years of laboratory management and professional/administrative experience including at least one year in a demonstrated supervisory capacity. A background with experience in Research and Clinical Study regulation and compliance, financial analysis, operations management, and scientific writing is essential. Experience communicating with federal scientific and budgetary agencies is essential. Proficient computer skills are essential including demonstrated proficiency with Word, Excel, PowerPoint, Adobe PDF’s and e-mail. Must be organized with excellent communication skills.

Desired Qualifications*

Master’s Degree in Business Administration is highly desirable.  Knowledge of Hospital, and Medical Center policies and procedures is highly desirable.  Knowledge of the University of Michigan IRB process is desirable.

Background Screening

University of Michigan Health System 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

The University of Michigan Health System 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.