Apply Now Clicking "Apply Now" opens the link in a new window.

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

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 complete the following prompts:

  1. I am interested in the position because…
  2. My skills and experience that directly relate to this position include…
  3. My approach to understanding the perspectives of colleagues and community partners from different backgrounds and cultural viewpoints is… 

Diversity, Equity, and Inclusion (DE&I) 
Learning and working in environments designed for diversity, equity and inclusivity are necessary for TRAILS to address the vast inequities in access to evidence-based mental health care for young people of color and other marginalized populations.  In addition to collaborating with faculty and staff on projects that explicitly focus on DE&I, TRAILS uses inclusive design and implementation processes in all of our work. Individuals from groups historically underrepresented in higher education and healthcare settings are strongly encouraged to apply, including individuals with disabilities, BIPOC, and LGBTQIA+ individuals. For more information, please visit our website: trailstowellness.org...ur-commitments 

The Department of Psychiatry in the University of Michigan Medical School is seeking an experienced, energetic, highly motivated, and organized individual to join TRAILS (Transforming Research into Action to Improve the Lives of Students), a growing school mental health research program, as an Administrative Specialist Associate Healthcare, TRAILS Administrative Specialist.

The mission of TRAILS (trailstowellness.org/) is to provide more equitable and improved access to evidence-based mental health services for all students. TRAILS partners with a wide variety of community stakeholders to build capacity within K-12 schools so that their students affected by mental illnesses and mental health challenges are best supported. TRAILS provides clinical resources, training, and implementation support to educators and school or community mental health professionals with the aim of improving student health and social and educational outcomes and promoting health and healthcare equity. TRAILS has a particular focus on partnering with under-resourced communities with elevated Medicaid enrollment. Current major initiatives are centered in Michigan, Colorado, and Massachusetts.

The TRAILS Administrative Specialist will have high-level responsibility for a variety of tasks related to TRAILS HR operations, such as: daily coordination between TRAILS and UM Shared Services, Solutions Center, and the Office of Human Resources; management of position descriptions and market titles; job candidate management and tracking; hiring and on-boarding; personnel reclassifications and promotions; and staff off-boarding when needed. The TRAILS Administrative Specialist will also assist with additional administrative tasks as appropriate, through provision of general support to TRAILS staff members and faculty to help them efficiently carry out a range of administrative and operational tasks.

Responsibilities*

TRAILS HUMAN RESOURCE DAILY OPERATIONS (80%)

  • Create meaningful working relationships with assigned Michigan Medicine HR contacts to assist with recruiting, interviewing and hiring processes
  • Complete repeatable transactions which demand a high rate of accuracy. Examples include:
    • Working directly with TRAILS management personnel to determine appropriate market and working titles for new positions
    • In coordination with TRAILS leadership and HR Shared Services Center, determining appropriate salaries, based on TRAILS program and departmental/Michigan Medicine equity benchmarks
    • Managing job openings; working with Michigan Medicine HR and Solutions Center to post positions; monitoring pre-employment  testing and background checks; and processing new hires using HRM system (e.g., PeopleSoft)
    • Ensuring all new-hire requirements and qualifications are met; directly submitting hiring (or reclassification) documents to HR Shared Services Center 
    • Coordinating and distributing operational on-boarding/off-boarding/transition checklists across appropriate TRAILS teams in a timely manner
    • Processing personnel action requests (PAR) using an HRM system for employee changes, as needed
  • Maintain knowledge of and follow Michigan Medicine and U-M HR policies and procedures; act as point of contact for hiring/on-boarding/off-boarding resources and as liaison in situations of delegation/escalation
  • Triage and prioritize all correspondence, telephone calls, and verbal requests related to HR matters for TRAILS; communicate and coordinate across TRAILS teams regarding new-hire on-boarding and off-boarding updates and timelines

GENERAL ADMINISTRATIVE SUPPORT (10%)

  • In collaboration with other TRAILS administrative staff, manage timekeeping processes including:
    • Providing staff and faculty time approval reminders, tracking, assistance and system training
    • Assisting in resolving individual payroll and timekeeping issues
  • Manage annual evaluation process by ensuring all are completed by supervisors in a timely fashion and ratings are accurately documented in the HRM system
  • Provide general administrative support, including scheduling and attendance at meetings, assembly of meeting materials, note taking, and provision of written summaries, as needed 
  • Receive and respond to routine/general questions and correspondence following established procedures not requiring management review and delegate/escalate more complex issues
  • Provide friendly, professional support and coverage in response to faculty/staff/partner requests

TRAILS HR PROCESS IMPROVEMENT & INNOVATION (10%)

  • Review current TRAILS materials for documenting and tracking all steps of the hiring process, from initial job description development through completion of new-hire onboarding, and generate recommendations for improving these materials informed by best practices for improving process effectiveness and efficiency, and ensuring consistent compliance with Michigan Medicine HR policies
  • Refine TRAILS written Standard Operating Procedures (SOPs) to streamline and optimize practices related to hiring (e.g., position description development, job postings and recruitment strategies, communication and coordination with U-M Office of Human Resources and Shared Services Center, candidate management and tracking, etc.)
  • Work together with other TRAILS staff and faculty members including the DEI Manager to evaluate and improve hiring procedures and policies with the goal of building more equitable and inclusive talent acquisition and hiring practices at TRAILS and attracting a more diverse pool of qualified applicants at all levels

Required Qualifications*

  • Bachelor’s degree with concentration in administration, psychology, social work, public health, or a related field or an equivalent  combination of education and relevant experience
  • A minimum of three (3) current or previous years of experience supporting activities in research, development, clinical trials, and/or healthcare in either academic, non-profit, or for-profit organizations
  • Ability to organize and schedule tasks and appointments
  • Ability to work both collaboratively as part of a team, and independently in a dynamic environment with multiple competing priorities
  • Proven ability to communicate effectively in both speech and writing
  • Strong computer skills (e.g., Microsoft Suite, Google document sharing, task-sharing applications, etc.)
  • Ability to work in a fast-paced and collaborative environment

Desired Qualifications*

  •  Master’s degree with concentration in administration, psychology, social work, public health, or a related field or an equivalent combination of education and relevant experience
  • Interest in working in the area of community mental health, social justice, non-profit program administration, or similar
  • Proficient writing skills for documenting content and creating processes and procedures

Work Schedule

Monday - Friday 
8:30 a.m. - 5 p.m.

Work Locations

Department of Psychiatry TRAILS, NCRC, Bldg 520, 1600 Huron Parkway, Ann Arbor

Background Screening

Under Michigan law, a criminal history check including fingerprinting is required as a condition of transfer or employment for this position.

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.  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.