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 University of Michigan Transportation Research Institute (UMTRI) is seeking an experienced and detail-oriented administrative professional to join our General Administrator (G/A) team. Under the direction of UMTRI's Business Administrator, you will work alongside other G/A's to provide comprehensive administrative support to assigned research groups that include faculty, staff, students & visitors. You will leverage your expertise in the areas of procurement, payroll and timekeeping, travel and expense management, event planning, and other core administrative functions to become a trusted resource and contribute to seamless administrative operations at UMTRI.
Who We Are
The University of Michigan Transportation Research Institute (UMTRI) is recognized internationally for our multidisciplinary research focusing on transportation safety and mobility (http://umtri.umich.edu). Established in 1965, we maintain the highest standards of excellence as we conduct research that improves peoples' lives through access to safe, equitable and efficient mobility. UMTRI is a non-degree-granting unit within the College of Engineering at the University of Michigan that includes 20 faculty members, 35 research staff, and nearly over 300 students each year engaged in research and other experiential learning opportunities.
At Michigan Engineering, we develop the talent and technologies that move society forward and serve our state and national interests. Through discovery and innovation, we create the foundational knowledge and practical technologies to solve not only today's most pressing challenges, but also power industries and change lives. Our programs and community are designed to promote personal well-being and achievement - enabling everyone to unlock their potential and contribute with confidence.
Why Work at Michigan?
In addition to a career filled with purpose and opportunity, The University of Michigan offers a comprehensive benefits package to help you stay well, protect yourself and your family and plan for a secure future. Benefits include:
- Generous time off
- A retirement plan that provides two-for-one matching contributions with immediate vesting
- Many choices for comprehensive health insurance
- Life insurance
- Long-term disability coverage
- Flexible spending accounts for healthcare and dependent care expenses
- Maternity and Parental Leave
Responsibilities*
40% Procurement
- Assist faculty and staff with ordering of supplies and services.
- Complete the P-Card maintenance form and process and reconcile P-card transactions; review, investigate and resolve erroneous charges, as needed.
- Maintain internal P-Card procedures, provide instructions to P-Card recipients, and ensure appropriate training has been completed prior to issuance.
20% Payroll and Timekeeping
- Serve as the central timekeeper for assigned groups of employees; provide instructions on completing timesheets, review timesheets for assigned monthly and biweekly employees, ensure the integrity and accuracy of the UMTRI Payroll Process.
- Create and maintain manual timesheets for individuals whose time is not tracked in the timekeeping system.
- Process and submit LEO accrual forms, upon request.
- Process payroll corrections and ensure accurate and timely resolution.
- Create and manage Static Groups and maintain employee payroll lists.
- Track and monitor SURE student hours.
- Send email notifications of UMTRI Payroll deadlines for biweekly and monthly pay periods.
- Create and distribute the annual internal UMTRI Payroll Calendar.
20% Travel and Expense
- Provide support to faculty, staff, and students with out of pocket reimbursements, assisting with setting up CTP and Emburse profiles, delegate and approver set-up, submissions and routing for approval.
- Process moving and relocation expenses via PeoplePay, and submit for approval.
- Maintain and update internal eForms and procedures on travel and hosting policies.
10% Financial Administrative Support
- Process and submit journal entries for both sponsored and non-sponsored projects/grants.
- Process vouchers, cash receipt deposits, wire transfers and other financial transactions, as needed.
- Act as custodian for HSIP cash handling process; receive, deposit and/or reconcile cash; on occasion assist faculty with submitting HSIP requests.
- Process and record gifts received directly by UMTRI and deliver documentation to the CoE Office of Advancement. Review monthly gift report and coordinate with the Director's office for stewardship letters.
- Update and maintain UMTRI research faculty Primary Research Scientist (PRS) Support and Staff Pool Funds tracking spreadsheets.
- Assist with processing checks for payment as part of visa petition processes.
5% Event Planning Support
- Assist with the planning and execution of events (online, onsite, and off-site) for assigned groups; including assistance with securing a venue, registration, food, AV, transportation, and/or make travel arrangements, upon request.
5% General Administrative Support
- Perform clerical tasks for assigned research groups such as making copies, printing and scanning, facilitate outgoing shipping requests, proofreading, and obtaining signatures on forms/letters.
- Order Business cards for all faculty and new regular full time employees.
- Support the employee onboarding and offboarding processes and complete tasks, as assigned.
- Facilitate the ordering of Yearly Planning Guide Orders for UMTRI Faculty and Staff.
Required Qualifications*
- High school education or equivalent combination of education and experience.
- 4+ years of progressive administrative experience in roles that involve working with procurement, payroll, timekeeping, finance, and travel and expense functions.
- Demonstrated experience with procurement, including ordering supplies/services, expense report processing, and payment reconciliations.
- Demonstrated experience with handling a variety of financial transactions, such as P-Card reconciliation, cash handling and deposits, and journal entries.
- Demonstrated experience planning, organizing, and executing both in-person and virtual meetings/events.
- Demonstrated experience processing payroll and working with timekeeping processes.
- Flexibility and adaptability in a dynamic research/academic environment including the ability to adapt to changing technologies, systems, and processes.
- Excellent organizational skills with the ability to manage and prioritize multiple competing tasks and meet deadlines.
- Strong verbal and written communication skills including the ability to effectively work with diverse populations of people including faculty, staff, and students.
- Strong attention to detail and ability to think analytically to solve problems.
- Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Google Workspace.
Desired Qualifications*
- Bachelor's degree in Business Administration, Finance, or Accounting
- Familiarity with U-M systems (e.g. MPathways, Business Objects, Tableau).
- Knowledge of Emburse and university procurement and accounting policies and practices.
- Knowledge of Collegiate Travel Partners (CTP) and university travel and hosting policies and practices.
- Experience with U-M Payroll and Timekeeping systems including a familiarity with direct appoint employees and those with Non-Instructional Sponsored Pool appointments.
Modes of Work
This position is classified as having a hybrid mode 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
Sponsorship is not available for this position.
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 anytime after the minimum posting period has ended.
U-M EEO Statement
The University of Michigan is an equal employment opportunity employer.