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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 Office of the Vice President for Research (OVPR) is seeking a highly competent and skilled individual to provide  research administrative support to units reporting to the University of Michigan Office of Research (UMOR). The successful candidate will provide high quality customer service and counsel to faculty and staff, assisting with a broad range of duties associated with pre- and post-award activities. 

This position will receive direct supervision from the UMOR Senior Research Process Coordinator.  The position will provide grant administration support to OVPR, the Business Engagement Center and the Office of Technology Transfer.    Participation in divisional policy, process design and continuous improvement efforts is a key responsibility and opportunity.   

Strong customer-service orientation is critical to success in a high-functioning, team-centric, and fast-paced environment that emphasizes collegiality, collaboration, and the highest level of professionalism.


30%   Pre-Award Support:  Working directly with faculty and administrators, assist with proposal submission process including interpreting regulations and guidelines of funding agencies, explaining UMOR and UM processes,  and coordinating across campus as appropriate.  Prepare budgets and provide suggestions and advice about budget related issues.  Ensure proposals are complete and in compliance with sponsor requirements.  Enter data and track process utilizing eResearch and sponsor online systems.   Coordinate proposal approval process ensuring deadlines are met and materials are submitted in a timely fashion. 

40%    Post-Award Support:  Provide support for wide range of post-award activities including reviewing Project Award’s and Project Award Changes/Modifications.  Review, reconcile, approve and track expenditures of all funded internal and external research projects, ensuring expenses are being paid according to contract and Uniform Guidance guidelines.  Ensure Cost Sharing commitments are tracked and met. Process invoices, journal entries, vouchers, etc.  Process annual and updated budgets. Prepare monthly and yearly reports, including progress reports, for faculty and management.  Maintain and reconcile detailed budgets and prepare recommendations for corrective actions.  Create ad hoc financial and grant reports as needed.  Process PACR’s for NCTX (no-cost-time-extensions), budget change approvals/notices, 120-day change approvals, international airfare requests, and other project modifications and disputes.  Coordinate grant closing process.

Coordinate subcontracts and MOUs with internal and external units.  Assist faculty with the preparation of Unfunded Agreements (UFA).  Coordinate processing and payment of invoices from partner institutions.  Ensure internal processes are in alignment with best practices and meet sponsor requirements.  Track activities and provide reports as needed. 

 20%    Financial and HR Transactions:  Provide general accounting support including monitoring expenses for budget compliance, making encumbrances,  and processing select financial and human resources transactions such as DBE (department budget earnings) changes, additional pay, People Pay, and reimbursements.  Process sub-unit billing (recharge) and retroactive salary adjustments  as needed.   Initiate or approve purchasing transactions as needed. 

Develop and provide cost monitoring, forecasting, reconciling, and analysis reports as needed, advising of possible overruns and assisting with corrective action as needed.  Track faculty and staff effort and update or recertify as required. 

10%  Administrative and general support:  Flexibly and proactively assist other team members as needed, particularly when required to meet sponsor deadlines.   Maintain electronic filing systems.  Attend meetings and represent UMOR to units and across campus. 

Required Qualifications*

Bachelor’s degree or equivalent combination of education and experience, plus three (3) years of  administrative and fiscal experience related to research administration or equivalent field.  Considerable experience working in a customer oriented, fluid environment, with a track record of meeting deadlines and attending to detail.  Proven ability to perform highly responsible, sensitive, and confidential duties using independent judgment and professionalism.

Familiarity with the U-M research enterprise and related processes.   Experience working with highly structured requirements, reviewing materials for policy and procedure alignment, interpreting information and guidelines, using good judgment to seek advice and expertise as necessary to ensure conformity and compliance. 

Excellent organizational skills and the ability to multitask and anticipate needs, set priorities, be proactive, respond quickly, and think creatively while operating in a flexible and professional manner.  Demonstrated attention to detail and highly developed organizational skills.

Excellent communication and interpersonal skills along with the ability to build successful relationships with a wide variety of people at all levels (U-M leadership, collaborative units, faculty, staff, students, etc.).

Proficient in the use of computers using MS Office and database applications, and experience adapting to changing technologies.

Desired Qualifications*

Knowledge of Uniform Guidance guidelines, and life cycle of contracts and grants from proposal submission through final reporting.   Expertise using university systems including e-Research, M-Pathways and Business Objects.  Experience interpreting and fulfilling federal and state funding agency guidelines and requirements, as well as corporate and private foundation funding processes. 

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.