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
We are seeking an Intermediate Research Administrator to join our outstanding administrative team. This role involves collaborating with faculty and staff across the Department, Medical School, and University to manage pre-award and post-award activities for a select group of faculty members.
The Department of Human Genetics has a growing research program, supporting 28 primary and research faculty members with $10 million in annual sponsored research expenditures. Approximately 85% of our funding comes from NIH, with the remaining 15% from other sponsors.
This position reports to the Administrative Manager and works closely with the Department's Senior Research Administrator.
Who We Are
The Department of Human Genetics (DHG) is one of the nine basic science departments in the Medical School, with primary missions of teaching and research aimed at advancing the fields of genetics and genomics to enhance our understanding of biology and human disease. Our department fosters a culture of acceptance, openness, flexibility, and teamwork. We also host annual events, including a department picnic and retreat.
Why Join Michigan Medicine?
Michigan Medicine is one of the largest health care complexes in the world and has been the site of many groundbreaking medical and technological advancements since the opening of the U-M Medical School in 1850. Michigan Medicine is comprised of over 30,000 employees and our vision is to attract, inspire, and develop outstanding people in medicine, sciences, and healthcare to become one of the world’s most distinguished academic health systems. In some way, great or small, every person here helps to advance this world-class institution. Work at Michigan Medicine and become a victor for the greater good.
What Benefits can you Look Forward to?
- Excellent medical, dental and vision coverage effective on your very first day
- 2:1 Match on retirement savings
Responsibilities*
Pre-Award
- Read and understand sponsor guidelines for proposal calls;
- Create timelines and requirement lists to assist faculty in preparing proposal or application documents;
- Develop proposal budgets and justifications that comply with sponsor guidelines and Medical School policies;
- Collect and assemble proposal documents and related application materials;
- Complete required internal and external forms and processes using U-M and sponsor systems;
- Timely route proposals to meet internal and external deadlines;
- Use checklists to review proposals for completeness and administrative compliance prior to central university review and approval for submission to sponsors;
- Communicate with faculty, administrators, ORSP, and Sponsored Programs regarding assigned proposals;
- Process updates for other support, just-in-time requests, award notices, and other communications necessary for processing sponsored awards.
Post-Award
- Read, understand, and communicate sponsor award terms and conditions;
- Reconcile sponsored and non-sponsored funding for faculty members to identify and correct errors;
- Monitor budgets and spending, project expenses, and provide guidance on the allowable use of funds;
- Anticipate reporting and close-out deadlines for sponsored grants;
- Provide regular financial reports to faculty members and schedule meetings as needed to review account status, provide projections, and offer guidance;
- Initiate and complete a wide variety of financial and non-financial post-award transactions, including external subcontracts, internal subprojects, budget allocations, journal entries, time extensions, award change requests, close-outs, financial status reports, monitoring outstanding receivables, effort changes, and other related actions;
- Collaborate with faculty to prepare progress reports, milestones, or other reports for sponsors;
- Promptly report any concerns to the Administrative Manager.
Other
- Actively participate as a member of the Administrative Team, assisting with annual events such as the Department Retreat, Department Picnic, and Graduation;
- Coordinate the reconciliation of Emberse activity for assigned faculty members and their associated postdocs and research staff;
- Attend meetings, training sessions, and workshops to stay informed about changing federal, sponsor, university, and departmental policies, processes, and procedures;
- Serve as the primary space management resource for the department. Update space assignments as directed by the Chief Department Administrator and prepare for the annual space survey;
- Assist with specific projects and other duties as assigned, such as assisting with developing indirect cost projections for the annual budget.
Required Qualifications*
- Bachelor's degree in business, accounting, finance, or an equivalent combination of education and experience;
- At least 3 years of continuous experience in a research administrator position;
- Experience preparing proposals, including sub-awards and sub-contracts, using grants.gov and other sponsor systems;
- Thorough knowledge of relevant regulations, including federal Uniform Guidance, with the ability to interpret and apply sponsor and University guidelines;
- Demonstrated skills in analytical thinking, problem-solving, attention to detail, sound judgment, and follow-through;
- Ability to effectively manage competing priorities and meet deadlines;
- High level of resourcefulness, investigative skills, and tolerance for ambiguity;
- Proficient knowledge of Adobe Acrobat, Excel, Word, and Google applications, along with adaptability to new technologies;
- Excellent communication skills and ability to build effective working relationships;
- Ability to discern appropriately when to ask questions or seek help;
- Ability to handle confidential and sensitive information appropriately.
Desired Qualifications*
- Proficient knowledge of eResearch Proposal Management, M-Reports, and M-Pathways. Basic skills with Business Objects, Tableau, and other U-M reporting systems;
- Strong understanding of University policies, especially those related to business travel and hosting expenses;
- Experience managing proposals and awards with NIH, including familiarity with the NIH salary cap and specific spending, effort reduction, and budget restrictions;
- Experience preparing Department Budget Earning effort changes.
Work Locations
We are seeking an enthusiastic and dedicated Intermediate Research Administrator to join our team at our Ann Arbor Medical School offices working fully on-site.
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.
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 Statement
The University of Michigan is an equal employment opportunity employer.