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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.

Job Summary

The Life Sciences Institute is a multi-disciplinary research institute at the University of Michigan, strategically located as a bridge between the medical campus and the central-campus schools and colleges. Our mission is to advance the understanding of the fundamental processes of life, and to pioneer new ideas to improve human health.

The LSI’s world-class faculty members hold joint appointments at the LSI, where their labs are located, and a variety of schools and colleges across the university. They bring broad and diverse expertise — ranging from cell biology to medicine, from chemistry to structural biology. The institute’s philosophy is to provide our faculty and their teams with superior scientific tools and administrative support, allowing them to spend more time focused on what really matters — their research.

The institute’s administrative staff supports all aspects of unit operations including facilities, IT, human resources, finance, research administration, academic programs, communications and development.  

In addition to faculty labs, the LSI houses several core technology labs that support the research enterprise of the entire university, including a high-throughput screening center (Center for Chemical Genomics), a comprehensive cloning and macromolecular X-ray crystallography facility (Center for Structural Biology), and a state-of-the-art cryo-electron microscopy facility. The LSI also plays a key role in administering campus-wide programs like the U-M Program in Chemical Biology, Center for the Discovery of New Medicines and Michigan Life Sciences Fellows.

The LSI is committed to the principle that fostering diversity, equity and inclusion within the institute — and in the next generation of scientific leaders — is inseparable from our commitment to scientific excellence and achievement.

The LSI is seeking a qualified individual that will join the administrative support team and perform a variety of high-level, autonomous and/or team-based professional and administrative duties in support of faculty and staff focused in the area of structural biology.  This position will support the administrative, operational and user access needs related to structural biology technologies and services/cores, including the cryo-electron microscopy (cryo-EM) suite of microscopes and resources.

Responsibilities*

Process Development and Oversight

  • Facilitate the process for new cryo-EM user discussions meetings with LSI faculty including scheduling and attending meetings
  • Communicate decisions from new user discussion meetings and as applicable, coordinate with cryo-EM manager for training, access and microscope time
  • Assist with creation and/or selection of system for equipment use scheduling and tracking, including incorporation of new users, projects, and time allocated and used on microscopes
  • Work with LSI Operations Director to coordinate vendor relations, maintenance and other equipment issues
  • Coordinate discussions with faculty, suite manager and other LSI administrative staff, as applicable, for problem resolution with users, vendors, faculty, etc.
  • Provide contact information and safety records to LSI administration for all cryo-EM users needing afterhours building and lab access
  • Create templates and reporting tools for sharing information as necessary
  • Manage scheduling and coordination of strategic planning discussions - financial, data management, services – with faculty, LSI leadership, and/or administrative and technical staff

Finance

  • Forecast annual budget including costs for new equipment, service maintenance, repairs, renovations, etc.
  • Track monthly costs associated with cryo-EM suite and related costs
  • Working with LSI Budget Analyst, evaluate funding models including potential (and subsequently approved) recharge structure and associated rates, unit cost sharing
  • If a recharge or other rate structure is created, oversee the implementation, system, billing, etc. related to such expense recapture
  • Prepare and facilitate processing of PCard expense reports and reimbursement submissions; follow up as necessary with LSI and central finance to respond to any related inquiries

Education Support:

  • Coordinate logistics for creation and long-term planning for onsite training in cryo-EM course including residential offerings, classroom availability, transportation, etc.
  • Assist with preparing budget for educational offerings including sources and uses of funds
  • Investigate systems and handle oversight for management of course registration
  • Work with LSI Communications Director to create website content and additional marketing products for training opportunities
  • Triage inquiries and responses to interested participants and attendees including provision of training information, logistics, payments, etc.

Communications

  • Draft correspondence and assist with formatting and proofreading of manuscripts and grants; assist with creating, editing ad hoc communications including formatting letters of recommendation, reference, promotions, and nominations for awards
  • Assist faculty in the preparation of research grant applications, progress reports and contracts including word processing and formatting of specific sections, working in conjunction with the LSI sponsored research team
  • Maintain faculty curriculum vitae (CV’s), NIH biosketches, and bibliographies in MY NCBI
  • Respond to telephone inquiries; sort and distribute mail; photocopy, fax and scan documents as necessary; maintain electronic filing systems and document naming principles
  • Update relevant webpages for structural biology faculty and associated technologies
  • Act as a liaison for assigned faculty members with both internal and external offices and constituents

Calendar and Administrative Support

  • Manage the calendars for structural biology faculty and related staff, exercising discretion and judgment as to priorities, including one-on-one meetings, proposal feedback discussions and group project meetings
  • Handle logistical needs for meetings including food, room reservations, information technology, attending and notetaking during meetings
  • Organize and prepare background material for meetings and follow up on decisions and other assignments that result from meetings; monitor progress of assignments to ensure timely completion
  • Coordinate with the administrative support in related basic science departments for the organization and communication of events, presentations and meetings
  • Arrange and manage complex travel (both domestic and international) including detailed travel planning and expenditure reimbursement
  • Arrange travel and itineraries for visiting researchers and process travel reimbursements if needed
  • Assist faculty in preparation of the necessary documents for travel Visas when traveling outside the United States; work with faculty and others involved with the trip to obtain the required documents and submitting documents to the visa processing service, consulate or embassy

Lab Support

  • Provide administrative support to the lab as first point of contact on matters such as postdoc candidate visits, letters of recommendation, grant submissions, purchasing approvals, thesis committee meetings, publication submissions, workload expectations and managing deadlines
  • Assist new lab members with building access, IT support and acclimating to the Life Sciences Institute policies and procedures
  • Assist with timekeeping and the reporting/approval process for lab members

Other

  • Proactively interact with the LSI administrative staff and other U-M administrative units to communicate issues, resolve problems and to ensure activities are well organized and effective
  • Assist in organizing laboratory celebratory/appreciation events
  • Coordinate with LSI administrative staff to provide information necessary for donor visits, fundraising activities, industry collaborators, and communication with other interested partners
  • Renew memberships and subscriptions as needed
  • Handle special projects and other duties as assigned

Required Qualifications*

  • A bachelor’s degree or an equivalent combination of education and experience
  • Minimum of three to five years progressively responsible administrative or project management experience, preferably in a higher education research setting
  • Prior experience with organizing and promoting educational events, preferably in a higher education research setting
  • Working knowledge of and exposure to unit budget creation, analysis and monitoring
  • Highly organized, attentive to detail and accuracy, and strong record-keeping skills are essential
  • Demonstrated ability to present ideas to increase efficiency
  • Excellent verbal, written and interpersonal skills with a strong customer service focus and demonstrated commitment to creating a positive work environment
  • Demonstrated ability to successfully interact with various management levels and department staff internal and external to the University
  • Proven ability and knowledge to comprehend and compose professional scientific correspondence
  • Demonstrated ability to accurately follow directions, as well as proven initiative to gather information and resources needed to assure assignments are completed in a thorough and timely manner
  • 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
  • Strong proficiency in the use of computers, including MS applications (Word, Excel, PowerPoint) and experience working with Google calendars and documents
  • Ability to quickly learn new computer systems for accessing data, creating necessary tracking reports, analysis, billing, and user/client follow up

Desired Qualifications*

  • Bachelor’s degree in a life sciences field
  • Experience with policies and procedures related to scientific cores and/or shared equipment models
  • Experience with principles and monitoring of internal and external recharge activities
  • Grant administration experience including review of RFAs, drafting of key components, familiarity with budget creation, preferably in a higher education research setting
  • Working knowledge of applicable University policies and procedures, including procurement, travel and reimbursement
  • Familiarity with higher education/research setting culture, reporting structure and decision making

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.

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.