How to Apply
Please attach a cover letter for consideration. We will use the letter to assess your writing skills and to evaluate how your experience aligns with the responsibilities of this role. Your cover letter should provide examples of your past work experiences that demonstrate:
- Your positive participation in organizational change
- Collaboration with others to achieve shared goals
- Situations where you went above and beyond to exceed customer expectations
Job Summary
As a Program Assistant, you will directly interact with university study teams and other partner organizations to efficiently process incentive payments. This role predominantly involves data processing, customer support, and compliance management. Unlike traditional administrative roles, this position is highly process-focused and aligned with research compliance and financial systems.
The role requires both remote and on-site work. Initial training and mandatory periodic on-site workdays are required, with some additional in-person responsibilities as dictated by project needs.
Responsibilities*
- Payment Processing: Timely processing of HSIP payment requests, including data entry and release of payments using M-Pathways and the HSIP system.
- Prepaid Card Management: Manage and resolve issues related to prepaid gift card payments through external vendors.
- Customer Support: Provide exceptional service to research study teams and answer questions related to the HSIP system, the payment process, and study-related inquiries.
- Error Resolution: Identify and resolve errors preventing HSIP request processing. Additionally, work with Accounts Payable to address check payment issues (e.g., voided checks, missing payments).
- Cross-Team Collaboration: Coordinate with partner organizations, such as cashier's offices and Treasury program specialists, to facilitate seamless payment requests.
- Compliance Monitoring: Maintain reports to ensure adherence to HSIP request reconciliation guidelines, IRB requirements, tax reporting regulations, and financial operations protocols.
- Continuous Improvement: Identify recurring issues or process gaps, recommend improvements, and assist in testing and implementing changes. May include drafting communications or guidance materials for users.
- Training & Documentation: Contribute to the creation of user guides and training content for study teams using HSIP.
Required Qualifications*
- At least 2 years of relevant administrative, program support, or customer service experience in a high-volume or process-driven environment.
- Demonstrated experience with data entry, database systems, or online forms, with a strong emphasis on accuracy, attention to detail, and confidentiality.
- Proficiency in Microsoft Office, particularly:
- Excel (e.g., sorting/filtering, formulas, data validation),
- Word (professional formatting, templates),
- and the ability to learn new systems quickly.
- Experience managing or tracking transactions (e.g., purchase orders, reimbursements, or other financial or operational workflows).
- Proven ability to prioritize and manage multiple tasks or requests with competing deadlines, including follow-up and status tracking.
- Customer service experience, including responding to inquiries via email and phone in a professional and timely manner.
- Experience working within a complex organization, especially one with compliance standards or regulated procedures.
- Ability to handle confidential or sensitive information with discretion.
Desired Qualifications*
- Experience in research administration and an understanding of HSIP.
- Familiarity with the M-Pathways financial system.
- Understanding of regulatory or compliance standards related to financial transactions or research protocols (e.g., IRB, HIPAA, tax reporting).
- Experience developing or maintaining standard operating procedures (SOPs), checklists, or training/reference materials for recurring processes.
- Understanding of University financial policies and the Standard Practice Guide.
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
The University of Michigan, with an operating budget of $12.4 billion, is a leader in higher education. The Finance Division reports to the Executive Vice President and Chief Financial Officer and partners with the University community to provide the financial infrastructure essential to being one of the world's greatest public universities. We are comprised of several units, including Treasury, Financial Operations, Procurement Services, and Institutional Financial Planning & Analysis. Comprised of several distinct divisions, we share a common set of values and goals. For more information about the Finance Division, please go to www.finance.umich.edu.
We offer an extensive total compensation package including competitive pay, two-for-one retirement contributions, a variety of health insurance options, and a generous vacation plan. Additionally, there are seven paid holidays and four paid season days.
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.