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All applicants must submit a cover letter introducing themselves and highlighting capabilities relevant to this specific position, as well as a resume, to be considered for this position. In order for the Career Portal system to accept a cover letter, include your letter as a page of your resume document.

Job Summary

The CRNA Program Assistant will join a collaborative group of scientists and administrative professionals to help advance the goals of a large collaborative scientific program administered by the University of Michigan. Under the direction of the program’s Principal Investigator and in collaboration with the Center Financial Specialist, the Program Assistant will contribute to day-by-day operations and provide logistical support for the initiatives of a National Institutes of Health-supported research program called the Center for HIV RNA Studies (CRNA). The Program Assistant will aid CRNA leadership in coordinating the efforts and communications of ~20 subcontract research teams: most located at research institutions outside of Michigan. The Program Assistant will maintain distance-conferencing capabilities, and will provide logistical support for education and outreach activities, as well as for the Center’s pilot grant program and other initiatives.

The successful incumbent will establish and maintain productive interactions with all collaborating components of the CRNA, will provide essential administrative support, and will serve as a liaison with Center faculty members, campus units and government agencies.  The Program Assistant will manage logistics for the Center’s remote and face-to-face Workshops, Retreats, and other Meetings. This individual will prioritize short-term goals and fulfill obligations in a timely manner, while maintaining flexibility and responsiveness to shifting priorities.

Responsibilities*

Day-to-day operations, including:

  • Performing general secretarial duties such as responding to routine inquiries, transcribing audio files, maintaining calendars, etc.
  • Maintaining current contact information and email lists for Center membership
  • Updating and enhancing Center website content, using Google sites and including basic graphic design elements
  • Receiving, tracking, and collating requested materials, and issuing reminders as needed
  • Monitoring, answering, composing, and archiving Center email and other correspondence to ensure that questions are addressed correctly and promptly
  • Performing operational duties such as filing reimbursement paperwork and addressing procurement-related tasks
  • Troubleshooting and independently resolving minor maintenance/operational problems to maintain smooth functioning of the office.

Provide administrative support to Center committees and leadership, including:

  • Preparing for, attending, and following through on priorities from Administrative Core meetings
  • Ensuring timely completion of periodic reports and other duties
  • Assisting initiatives such as pilot grant and fellowship reviews
  • Scheduling meetings, coordinating teams, preparing and distributing materials, and providing meeting support
  • Assisting with Center and Core business, including reporting and compliance documentation
  • Assisting the Center Financial Specialist with gathering budgets and other necessary documentation
  • Performing data entry for electronic reporting
  • Maintaining organized and accessible archives of meetings, reports, and events, including records of event contents and attendance
  • Learning and using programs and technologies needed for Center activities, such as Endnote for citation management
  • Aiding manuscript preparation and grant submission efforts.

Planning face-to-face and remote meetings and events, and providing logistical support for research, education and outreach activities by:

  • Arranging and ensuring the proper functioning of remote conferencing software or systems
  • Educating and assisting personnel in the use of presentation materials and video archives
  • Scheduling events for visiting faculty and government officials, and handling complex logistics
  • Developing/ implementing strategic plans to ensure smooth execution from preparation to follow-up
  • Researching options for travel, catering, hotel and conference rooms, A/V, etc
  • Communicating clearly with Center members and leadership about options and requirements
  • Overseeing and ensuring the smooth execution of Center events
  • Assisting participants with logistics before, during, and after Center events

Outreach and publicity, including:

  • Interviewing Center investigators and writing lay summaries of scientific discoveries
  • Preparing outreach summaries of Center and Center-associated activities

Required Qualifications*

  • High school degree required, Bachelor’s preferred
  • 2 years of administrative experience or equivalent service
  • Strong verbal and written English communications skills, including the ability to compose effective communications independently and to edit the work of others
  • Demonstrated experience with software such as Microsoft Office (Word, Excel, Powerpoint), Adobe Acrobat, Google Docs, and Macintosh OS.  Some experience with presentation and layout programs such as Photoshop and Illustrator, basic web presentation skills (eg: HTML) plus an eagerness to acquire and apply more such skills
  • Strong basic math skills
  • Ability to manage time effectively and to work both independently and as part of a team
  • Demonstrated professionalism, flexibility, and accuracy in all work
  • Willingness to work variable hours during the annual Center Retreat
  • Knowledge of University of Michigan policies and procedures is desirable but not required.

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.