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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 TRAILS Program housed in the Department of Psychiatry and Comprehensive Depression Center at the University of Michigan Medical School is seeking an experienced, highly motivated, energetic, and organized individual to manage daily administrative and operational activities.

TRAILS is a growing program that aims to increase utilization of evidence-based mental health practices among school and community professionals. The program has expanded from a small pilot project in 2013 to a statewide program encompassing several different teams.

The Administrative Assistant will work with the program director and other lead team members to efficiently carry out a range of administrative and daily operations tasks, with an overarching goal of helping TRAILS become a more efficient, streamlined, and sustainable program.

Responsibilities*

  • Coordinate with U-M Human Resources personnel regarding program staffing, salary setting, promotions, and market title changes
  • Assist with position posting, hiring, and onboarding of project staff
  • Assist with purchasing of program materials and preparing for events in compliance with U-M procurement protocols
  • Provide general oversight of annual budgets, including management and tracking of expenditures, use of funds, financing for identified work-plan deliverables, and coordination with grants management personnel
  • Provide support for program growth and collaborations with contracted vendors, consultants, and other U-M schools (e.g., Public Health, Public Policy)
  • Assist the TRAILS grant writer with preparation of proposals and budgets for submission to internal and extramural funding sources
  • Support lead team members with their calendars and scheduling of meetings and other appointments/engagements
  • Assist with coordination of program events (e.g., by reserving meeting rooms, setting up webinars and conferences, registering attendees, etc.)
  • Maintain program databases in Word and Excel
  • Manage travel reimbursements and tracking for project staff
  • Manage timekeeping activities for study team members
  • General office responsibilities; copying, scanning, filing, ordering supplies, as appropriate

Required Qualifications*

  • High school education or equivalent
  • At least 4 years of experience
  • Excellent verbal and written communication skills
  • Outstanding interpersonal skills
  • Ability to work independently once trained
  • Strong computer skills and facility in adapting to new software is critical. 
  • Experience with Microsoft Word, Microsoft Access, Microsoft Excel and email software is required.

Desired Qualifications*

  • Strong familiarity with U-M Procurement protocols
  • Strong familiarity with U-M Human Resources protocols
  • Strong familiarity with U-M Concur platform
  • Prior experience with budget management, including use of spreadsheet formulas in Microsoft Excel
  • Strong commitment to teamwork and a collaborative work environment
  • Demonstrated ability to be self-directed, efficient, and highly organized
  • Demonstrated interest in healthcare, mental health, evidence-based practice, or education

Work Schedule

M-F 8:00am-5:00pm (days flexible)

Work Locations

4250 Plymouth Rd., Rachel Upjohn Building, Ann Arbor, MI

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.

U-M EEO/AA Statement

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