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.
Responsibilities*
This role will perform a variety of high-level support tasks in the areas of administration, executive support, coordination, and communications in the Office of Research and Sponsored Projects. Our office engages campus and external stakeholders on initiatives that safeguard and advance research within the university. This position will support the Operations and Administration and Research and Sponsored Projects functions and report to the Executive Director, ORSP.
Leadership Support
Manage the calendars of the Executive Director and Director, coordinating all aspects of virtual and in-person meeting preparation and follow-up, including reserving meeting space, developing agendas, compiling briefing materials, documenting decisions, distributing meeting notes, and tracking action items.
Coordinate travel for the Executive Director and Directors, including transportation, lodging, itineraries, agendas, and reimbursements through M-Pathways and Emburse.
Draft, edit, and coordinate written communications on behalf of the Executive Director for campus-wide and internal ORSP staff audiences, including announcements, memos, newsletter articles, email messages, and website content. Ensure communications are clear, accurate, timely, and consistent in tone and messaging, and align with ORSP and university communication standards. Work with ORSP leadership, Sr. Manager, Research Administration Communications, and subject matter experts to gather content and route drafts for review and approval.
Participate in meetings and help manage workflow, next steps, and follow up on agenda items.
Exercise discretion and maintain confidentiality in handling sensitive information and documents.
Develop, implement, and manage informal staff recognition programs within ORSP that celebrate staff contributions and support a positive work culture.
Special Projects Support
Support complex special projects within the portfolios of the Executive Director, including initiatives involving multiple campus units, from planning through implementation and closeout.
Provide project coordination and communications support for large-scale initiatives led by the Executive Director and ORSP leadership.
Assist in developing and maintaining documented project timelines, tracking deliverables and action items, coordinate meetings with project teams and stakeholders, and prepare status updates and reports. Track and ensure execution on communication plans and materials to keep stakeholders informed throughout the life of the project.
Serve as a liaison among university stakeholders, campus partners, and ORSP leadership to facilitate communication, coordinate decisions.
Support the units' strategic priorities by preparing briefings and recommendations, documenting decisions, and identifying opportunities for process improvement.
Collaborate to evaluate project outcomes, document lessons learned, and recommend improvements for future initiatives.
Assist with tracking project-related purchases, expenses, and supporting documentation in collaboration with administrative and financial staff as needed.
Communications Support
Assist in creating professional presentations and slide decks for internal and external use. Ensure materials are well-organized, visually appealing, and aligned with organizational standards.
Maintain Sponsored Projects internal resource pages and documentation
Update website content as needed
Assist with in-person, virtual, and hybrid event logistics venue selection, vendor contracts, and A/V setup beyond routine meeting support if needed.
Administrative Support
Provide backup coverage for the Executive Assistant and Receptionist. Activities include coverage for email inquiries as well as office reception as needed.
Support SP staff as needed with preparation of materials for various organizational boards and volunteer committees.
Provide support for workplace culture initiatives aimed at promoting a positive and inclusive work environment. Collaborate with the workplace culture committee, leadership, and other stakeholders to implement initiatives and activities.
Other duties as needed and assigned.
Required Qualifications*
Bachelor's degree or equivalent combination of education and experience.
5+ years of progressive experience providing administrative or executive support.
Knowledge of University policies and procedures.
Demonstrated editing, proofreading, and writing experience. Superior attention to detail and accuracy.
Demonstrated experience leading special projects and coordinating complex, multi- stakeholder events or conferences.
Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint), Google Suite (Gmail, Calendar, Docs, Sheets, Drive), calendaring platforms, remote collaboration platforms, and Zoom.
Ability to set priorities, handle multiple assignments and deadlines, and display mature judgment while operating in a flexible and professional manner.
Excellent written and oral communication and interpersonal skills.
Proven ability to handle highly confidential and sensitive information with absolute discretion and professional integrity.
Desired Qualifications*
Bachelor's degree in related field.
Experience working in a higher education setting.
Experience coordinating projects involving multiple constituents including scheduling.
Experience with survey platforms such as Qualtrics or Google Forms.
Experience maintaining website content or content-management systems, and organizing virtual and in-person meetings, workshops, or conferences.
Familiarity with U-M administrative, purchasing, financial, or research systems.
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
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 any time after the minimum posting period has ended.
U-M EEO Statement
The University of Michigan is an Equal Opportunity Employer. We are committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants, including protected veterans and individuals with disabilities.