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
The Overdose Prevention Engagement Network (OPEN) is a diverse team dedicated to improving lives and reducing harms of substance use. By engaging with individuals, communities, and organizations, the team shares education and resources to strengthen person-centered prevention, treatment, and recovery.
We are seeking a dedicated Administrative Specialist to join our operations team. The ideal candidate will provide human resource support; facilitate the hiring, onboarding, offboarding, and timekeeping processes for our staff and research assistants. This candidate will also track all OPEN equipment, facilitate HITS/ITS service requests, and assist as a back-up for our procurement processes. This role will require excellent communication and organization skills, team collaboration, and the ability to quickly learn and adapt in a fast-paced research environment.
Mission Statement
Michigan Medicine improves the health of patients, populations and communities through excellence in education, patient care, community service, research and technology development, and through leadership activities in Michigan, nationally and internationally. Our mission is guided by our Strategic Principles and has three critical components; patient care, education and research that together enhance our contribution to society.
Responsibilities*
Human Resource Support
- Facilitate the Hiring Process for OPEN staff and research assistants (RAs): pulling resumes, scheduling job interviews, facilitating salary settings, filling out position description forms for RAs and other positions as needed.
- Facilitate and lead the onboarding and offboarding processes for OPEN staff and RAs.
- Manage and update access for OPEN staff using the Group Management Tool, Sharepoint, Google Drive, Slack, building access, and assigning MiChart training as needed.
- Maintain and update annual remote/flexible work agreements for all OPEN Staff.
- Oversee time reporting, maintain the shared time-off calendar, adding time-off requests as necessary, update and maintain the in-office schedule, train new staff/RAs on proper time reporting, run ad hoc time reports as needed, respond to timekeeping and payroll questions, and approve delegated time sheets.
- Review effort assignments across all OPEN projects and assist with the annual effort certification process.
- Maintain the OPEN Passport Template, Team Roster, Workplace Handbook, and time tracker spreadsheets, updating as needed.
- Track and communicate any HR updates, UM requirements, or upcoming holidays/coordinated days in staff meetings.
Equipment Maintenance
- Manage all OPEN staff equipment; ensure all staff have working laptops, remote workstations, and in-office workstations. Maintain and order new equipment as needed.
- Track all OPEN equipment and manage, update, and maintain all Request for Removal forms as needed.
- Facilitate HITS or ITS requests as needed; submit requests related to computer purchases, reimaging, disposal, or other computer related inquiries.
- Manage the OPEN OWL equipment, OWL meeting calendar, and set up the OWL as needed for all Staff Huddles and other requested meetings.
Other duties as assigned by supervisor
- Serve as a back-up for procurement processes as needed: review and approve purchasing request forms, submit requisitions for purchase orders, marketsite orders, payment requests, and reimbursements for OPEN staff travel.
- Serve on the Data Safety Monitoring Board as needed for designated research projects - scheduling, advanced agenda sharing, and taking notes.
- Other tasks as assigned.
Required Qualifications*
- Bachelor's Degree and 4 or more years of professional experience.
- Ability to work independently and as part of a team.
- Strong organizational skills and ability to prioritize multiple tasks and responsibilities.
- Excellent written and verbal communication skills.
Desired Qualifications*
- Ability to quickly learn new systems, processes, and policies.
- Experience with UM systems - M-Pathways HRMS and Financial & Physical Resources System, M-Reports.
- Knowledge of Microsoft Applications: word, excel, outlook, and powerpoint.
- Knowledge of UM and Department HR and Purchasing policies and procedures.
Work Schedule
This position is a hybrid position and does require in-office work 2-3 days per a week. Our office is located at the North Campus Research Complex in Ann Arbor.
Modes of Work
Positions that are eligible for hybrid or mobile/remote work mode are at the discretion of the hiring department. Work agreements are reviewed annually at a minimum and are subject to change at any time, and for any reason, throughout the course of employment. Learn more about the work modes.
Additional Information
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.