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All applicants must submit a cover letter addressing qualifications for the position.  The cover letter should address your interest in the position, and outline applicable skills and experience that directly relate to this position.

Job Summary

The Survey Research Center at the University of Michigan’s Institute for Social Research (ISR) is seeking an Administrative Assistant Intermediate to work on several studies related to substance use, adolescence and adult development in the Youth and Social Issues program (YSI, youthandsocialissues.com/). This position primarily supports an ongoing national study in YSI titled “Monitoring the Future” (MTF, www.monitoringthefuture.org/), which has been continuously funded by the National Institutes of Health for over 40 years. In addition, the position covers administrative tasks for the Population, Neurodevelopment and Genetics program (PNG, pngprogram.com/) and the Social Environment and Health program (SEH, isr.umich.edu/seh/); the three programs form an administrative hub supported in part by this position. This position reports directly to YSI’s Research Process Senior Manager and joins a four-person administrative support team for the faculty and research projects contained within the administrative hub as described above.

Responsibilities*

Serve as a member of a four-person administrative / support team; maintaining program email lists; coordinating meetings/events including hosting and room reservation needs; preparing administrative reports and financial spreadsheets as directed by team members; organizing and booking travel for faculty and staff; reconciling all programmatic Pcards and travel reimbursements; ordering office and laboratory supplies; acting as backup to team members as needed; and providing general administrative support to program faculty and staff.

Assist faculty and staff with various project-specific needs, including organizing and updating curriculum vitae; organizing and preparing semi-annual project reports (both NIH and otherwise) with input from faculty and staff; assisting with project reconciliations; writing small articles on program news for the center-wide newsletter; creating electronic versions of paper products; designing publications and flyers as needed; coordinating printing and duplication jobs for the programs; and assisting with other non-peer reviewed products for the programs.

Assist with the compilation and production of annual, sponsor-required publications (four monographs, monitoringthefuture.org/pubs.html), occasional papers, and press releases—all authored by the program’s faculty—both for online publication and for print. Tasks include assisting to set overall production schedules and keeping the projects on task; assisting coordination between program data analysts and multiple authors; coordinating with the program editor on content management; sending out weekly production updates to key parties; organizing and completing several electronic drafts at a time; laying out the content of the monographs in MS Word and PDF; ensuring the integrity of the final document format in preparation for submission to the sponsor; preparing the documents for the program’s website; uploading final documents to UM’s Deep Blue publication deposit system. Press release responsibilities consist of those described for the monographs and include working with staff at the sponsor’s press office and the U-M News and Information Services to coordinate content and timing of the releases along with serving as the liaison between the media and project faculty.

Provide support to the editor in tracking publications, formatting references and citations, online searching, record-keeping in EndNote, and entering new publications into NCBI and PubMed Central to ensure compliance with NIH policies and procedures. Deposit relevant documents into DeepBlue. Training in Endnote, NIH processes, and APA and AMA reference styles will be provided as needed.

Required Qualifications*

Bachelor’s degree in a related field with at least two to four years of administration experience, or equivalent combination of education and experience.

Excellent vocabulary and writing skills

Excellent organizational skills and attention to detail

Experience and proficiency with Microsoft Word, Excel, and PDF.

Ability to balance and track multiple projects at once

Desired Qualifications*

Familiarity with the APA and AMA Style Guides

Familiarity with Adobe suite of products (Acrobat, InDesign, etc.)

Familiarity with Endnote software

Familiarity with UM systems, especially financial (FinProd, etc.)

Work Schedule

Monday-Friday, days

Additional Information

Salary is dependent upon qualifications and experience of selected candidate.

The Institute for Social Research at the University of Michigan seeks to recruit and retain a diverse workforce as a reflection of our commitment to serve the diverse people of Michigan, to maintain the excellence of the university, and to ground our research in varied disciplines, perspectives, and ways of knowing and learning.

 

U-M EEO/AA Statement

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