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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

Serves as the office manager staff administrator for the Office of Graduate and Postdoctoral Studies (OGPS).   Perform a variety of professional and administrative duties in support of the day-to-day operations of the OGPS and various small and large projects.  Provide overall administrative support to the Administrative Director, the Associate Dean, the Director of the Office of Training Grant Support (OTG), and the Director of the Responsible Conduct in Research (RCR) training course.

Responsibilities*

Maintain office functionality by organizing office operations, policies and procedures.

  • Act as front-line contact for the OGPS Office providing excellent customer service to assist potential and current trainees, faculty, and staff.

  • Act as liaison with other University departments and outside agencies and vendors, with authority to make commitments on behalf of OGPS.

  • Responsible for the assessment of the office supply and equipment needs, ordering and inventory; keeping within fiscal limitations.

  • Oversee temporary staff when applicable.

  • Assist with the on-boarding and off-boarding of OGPS staff members

  • Event planning, coordination, and execution

  • Internal Controls and GAP Analysis

Financial Management

  • Reconcile OGPS project grants, download and process financial data assuring expenses are appropriate to the type of funds. 

  • Follow up on errors and corrections as needed.

  • Act as approval delegate for all expense reports providing support and training on the use of Concur, appropriate expensing of funds and required documentation as well as the appropriate use of funds and fiscal management.

Facilities Management

  • Responsible for the overall facilities management of the OGPS space in Taubman Health Sciences Library. 

  • Manage new and ongoing construction and renovation projects, work orders, keys, signage, office moves, and other staff needs around facilities; maintain office organization and cleanliness.

  • Oversee continual sustainability commitment (supplies, composting, zero-waste events, etc.).

  • Scheduling of OGPS space; adhering to appropriate use of the space.

Management, performance, and completion of moderate to complex projects.

  • Under general direction, oversee and manage one-time and on-going projects and programs.

  • Act as liaison for the Dow Fellows Program to coordinate all nominations from the Medical School for Masters and PhD Students.

  • Act as executive assistant to the Associate Dean of OGPS.

  • Assist in the administration of PIBS 503 (RCR)

  • Under general direction of the Director, develop and maintain Canvas course site, organize sessions, and respond to complex questions and requests.

  • Execute processes to assure all trainees adhere to NIH compliance and appropriate data is shared with Training Grant Directors.

  • Provide direct support for the Training Grant Director

  • Organization of information and training sessions, create resource documents, and provide support as needed.

  • Update yearly Continuity of Operations Plan

  • Oversee annual OGPS flu shot compliance.

  • Other duties as assigned.

Required Qualifications*

  • A Bachelor’s Degree or equivalent combination of education and experience required.

  • Three to five years of relevant work experience in an administrative capacity.

  • Ability to exercise initiative, independent judgment, tact and diplomacy to resolve problems.

  • Excellent interpersonal skills including a positive, responsive customer service attitude and the demonstrated ability to work cooperatively in a team-oriented work environment.

  • Must be able to communicate effectively with a large and diverse group of prospective and enrolled students, faculty and staff in various offices across the University and with the general public.

  • Ability to organize and coordinate multiple and diverse tasks with excellent attention to detail and a high degree of accuracy, and to meet deadlines in a timely manner amid a variety of distractions and occasional stress.

  • Excellent communication skills, both oral and written.

  • Proficiency in the use of Microsoft Office software suite (including Word, Excel, Access and Power Point).

  • Experience working in a web environment and Canvas highly desirable.

  • Experience with Expense reports and account reconciliation.

Desired Qualifications*

  • Hands-on experience with the M-Pathways Financial and HR system and Business Objects is desirable.

  • A working knowledge of University and Rackham policies, procedures, and practices desirable.

  • Experience with training grants highly desirable.

  • Experience working with facilities on large and small projects desirable.

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. Pre-employment drug testing applies to all selected candidates, including new or additional faculty and staff appointments, as well as transfers from other U-M campuses.

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.