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 Institute for Healthcare Policy and Innovation (IHPI) is seeking a highly qualified Administrative Specialist Associate (ASA) to provide administrative support for core Institute resources, with a focus on the Data & Methods Hub and also working in partnership with staff across the institute to provide general administrative support as needed to other core IHPI resource teams including education and career development, strategic initiatives and partnerships, and policy engagement and external relations. The ASA will be responsible for scheduling meetings and consultations, managing calendars, monitoring and responding to requests for services, and organizing informational sessions about new data resources and other IHPI offerings to support member research.
The ideal candidate will have excellent organizational skills, strong communication skills, both written and verbal, and the ability to support multiple projects simultaneously while maintaining a high level of accuracy, efficiency, and customer service. Overall, the ASA will work in partnership with IHPI staff to help ensure that the Institute is a welcoming, productive, and collaborative environment to help support and amplify the interdisciplinary research and work of our members.
Organizational Summary
IHPI is one of the nation's largest university-based institutes of health services researchers and health policy experts. IHPI advances the work of its 725+ faculty members by creating a welcoming and supportive research community, including networking and engagement opportunities, education and professional development programs, access to data and analysis, grant development services, and robust communications and policy engagement support.
For more than a decade, IHPI has brought together hundreds of faculty from diverse fields of study across all three U-M campuses. The Institute's staff is also interdisciplinary and includes statisticians, data analysts, project managers, communicators, administrative specialists, and education professionals.
IHPI is firmly committed to advancing inclusion, diversity, equity, accessibility, and belonging, which are core to the culture and values of the University of Michigan and Michigan Medicine. We strive to create a work culture where each team member feels respected, valued, and safe, and support a culture of inclusion and equity throughout the organization.
Mission Statement
IHPI's mission: to foster innovative, interdisciplinary research to inform policies and practices that advance the equity, quality, safety, and affordability of healthcare, and improve health for individuals, families, and communities.
Our vision: the IHPI community strives to improve health and well-being throughout Michigan, our nation, and the world through collaborative research and learning, rigorous evidence, robust communication, and policy engagement.
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*
Administrative Specialist responsibilities will include, but are not limited to:
- Facilitate scheduling of virtual and in-person meetings with multiple attendees with challenging schedules by communicating in a timely manner and providing logistical support such as agendas, AV, PowerPoint slides, meeting materials, and note-taking.
- Support intake and response processes for faculty requests for IHPI core services, including responding to inquiries and scheduling consultations with faculty.
- Prepare, submit, and reconcile financial processes and statements such as hosting expenses, tuition support, and P-Card statements for IHPI core teams.
- Provide and maintain information for internal and external customers of the Data & Methods Hub regarding policies and procedures, data use agreements, and project tracking documentation.
- Facilitate data re-use fee payments made to external data providers by various grant-funded project groups.
- Maintain records of research outputs for Data & Methods Hub staff to support creation of biosketch documents.
- Support the processing, redacting, and uploading of sample proposals to the IHPI proposal archive.
- Organize informational sessions for IHPI members and their staff related to data resources and other institute offerings to support member research productivity.
- Provide administrative support for education and career development programs.
- Review citations related to IHPI faculty research to help determine impact of work.
- Compile "research round-up" documents highlighting IHPI member research related to the Institute?s Research Networks including the Aging Research Network, Telehealth Research Network, and LGBTQ+ Health Research Network.
- Manage tailored email dissemination lists related to member resources and services.
- Monitor "IHPI Feedback" email inbox and route messages to appropriate staff.
- Other responsibilities as assigned.
Required Qualifications*
- Bachelor's degree or an equivalent combination of skills, experience, and education.
- At least 3-5 years of relevant administrative experience.
- Successful work history demonstrating effective process management and management of multiple complex tasks.
- Comfort working with new technologies.
- Proficiency in Microsoft Office (Word, Excel, and PowerPoint), Concur, and Adobe Acrobat.
Desired Qualifications*
The most important skills for this position include:
- A flexible, customer service-oriented "can-do" attitude and willingness to work collaboratively.
- Excellent interpersonal/people skills with the ability to interact and communicate with a diversity of people both in and out of the University, and at different levels of the institution.
- Demonstrated ability to work independently, learn quickly, achieve high performance goals, and meet deadlines in a fast-paced, quickly changing environment.
- Attention to detail and demonstrated organizational, interpersonal, oral, and written communication skills.
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
This position may be eligible for remote and/or flexible work opportunities at the discretion of the hiring department with the understanding that this position will typically need to be on site 1-2 days/week. The IHPI staff offices are located in the North Campus Research Complex (2800 Plymouth Road, Ann Arbor). Flexible work agreements are reviewed annually and are subject to change dependent on the business needs of the hiring department, throughout the course of employment.
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.