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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 Michigan Institute for Computational Discovery and Engineering (MICDE) Administrative Assistant will provide high quality administrative support for the Director, Assistant Director, students and campus affiliates of the program, as well as and assume managerial responsibility for tasks and projects.

Administrative Support for the Director and Assistant Director:

Provide calendar support, including setting up appointments and meetings as needed.   Serve as first-point of contact for MICDE community and inquiries for information.  Greet in person visitors and triage e-mails sent to general MICDE email. 

Initially assist, and grow into coordinating and managing preparation of materials for proposals, coordinating with UMOR regional support staff as needed.  Initially assist, and grow into coordinating and managing development of correspondence as needed.  Maintain e-mail groups and mailing lists, distributing Institute information and communications as appropriate.  Update website as needed to ensure content is accurate and current. 

Coordinate and manage travel arrangements and travel expense reporting.  Purchase office supplies.  Maintain files and materials electronically. 

Student Program Support:

Provide general information to current and prospective students on certificate programs administered through MICDE:  Graduate Certificate in Computational Discovery and Engineering and the Graduate Certificate in Computational Neuroscience.  Maintain website information on these programs, updating regularly with updated information.   Help students navigate the administrative requirements for enrollment in courses as well as program requirements for graduation. 

Provide general program information, researching as needed, about joint PhD program in Scientific Computing, coordinating with academic departments as appropriate.  Maintain website information updating regularly as needed. 

Coordinate and manage administrative tasks in support of the Scientific Computing Student Club (SC2). 

Provide administrative support to award and fellowship programs in MICDE:

  • Clare Boothe Luce Fellowships:  provide general administrative support to selected Fellows and track progress through their PhD programs.
  • Catalyst Grants:  coordinate and manage communication of awards, provide general information to inquiries, update website with current information, organize information sessions, coordinate and manage application and selection processes, maintain records, ensure appropriate dispersal of awards, track and collect reports from grantees, prepare grant program reports as needed. 
  • Annual Graduate Fellowships and DENSO:  Coordinate and manage administrative support including communication about fellowships, organizing information sessions, providing general information to inquiries, coordinating application and selection process, maintaining records, ensuring appropriate dispersal of award.  Prepare reports as needed. 

Event Support and Publicity:

Work with Director and Associate Director to create an overall plan of MICDE events.  Assist with developing and overseeing budget for seminar series and annual symposia.  Coordinate event logistics, ensuring that all event details are handled appropriately.  Ensure events are publicized and assist as needed with materials and methods of communication. 

Coordinate and manage development of publicity materials for MICDE.  Develop publicity plans for communications related to events. 

Coordinate with UMOR regional support Events Manager with questions, and to share resources and knowledge across UMOR units.  Participate in regional team meetings and provide back-up support to other co-workers as needed across the Lane Hall Regional Business Services team. 

Industry Partnerships and Affiliates:

Provide general administrative support as needed for MICDE relations with industry partners.  Coordinate with matching students and mentor.  Coordinate and manage payments to students and mentors. 

Required Qualifications*

Experience working in a customer oriented environment with a commitment to providing excellent customer service in a diverse workplace.  Track record of meeting deadlines and attending to detail.

Demonstrated organizational skills with the ability to track information and provide reports and updates.  Experience planning events including coordinating logistics within a limited budget. 

Excellent communication skills.  Demonstrated interpersonal skills 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.).  Excellent organizational skills with the ability to work on multiple projects at the same time.  Must be able to set priorities, be proactive, respond quickly and work with a high degree of accuracy. 

Experience working in a team environment, assisting co-workers as needed. 

Proficient in the use of computers using variety of software programs and applications including MS Word, Excel, Powerpoint, MBox.  Experience using social media effectively and appropriately.  Ability to adapt to changing technologies and learn new software/technologies as needed.

Desired Qualifications*

Minimum of four years of progressively responsible clerical or administrative support.  Bachelor’s Degree or equivalent combination of education and experience.   Prior experience in an academic environment working with faculty and students. 

Experience writing promotional materials and creating distribution plans for publicity.  Experience with website maintenance and updating using website creation platforms such as Wordpress. 

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 are performed in compliance with the Fair Credit Reporting Act.

Application Deadline

Job openings are posted for a minimum of seven calendar days.  The review and selection process may begin as early as the eighth day after posting. This opening 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.