How to Apply
A cover letter is required for consideration. Please attach it as the first page of your resume and address:
- Your qualifications and interest in this research-intensive administrative position;
- An example of how you learned a complex process, system, or subject area and applied it successfully; and
- An example demonstrating exceptional attention to detail while managing multiple priorities or deadlines.
Mission Statement
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.
Job Summary
The Department of Neurology is seeking a highly organized and exceptionally detail-oriented senior administrative assistant to support multiple research and clinical faculty members and their laboratories.
This is primarily a research-intensive administrative position. A substantial portion of the role involves coordinating faculty research activities, including grant applications and progress reports, research protocols, sponsored-project documentation, and scholarly submissions. The position also includes calendar, travel, events, financial, and general faculty support.
Prior experience with University of Michigan, National Institutes of Health (NIH), or other research-administration system is preferred but not required. More important is a demonstrated ability to learn new systems and processes quickly, understand and follow complex requirements, ask thoughtful questions, and apply new knowledge accurately and independently. Training will be provided for position-specific systems and procedures.
The position requires rigorous attention to detail, precise management of overlapping deadlines, and proactive follow-through. The successful candidate will be methodical, process-oriented, and comfortable maintaining accurate records across multiple systems. They will anticipate next steps, identify missing or inconsistent information, communicate clearly about requirements and deadlines, and ensure tasks are completed accurately and on time.
The successful candidate will represent the department professionally and maintain a strong service orientation. Daily work requires sound judgment, adaptability, and an appropriate level of independence while interacting with Michigan Medicine leadership, faculty, staff, research administrators, and external partners.
The ideal candidate thrives in a fast-paced research environment and takes pride in precision, organization, and reliable execution. They can prioritize independently, adapt to different working styles, and remain effective despite interruptions and changing demands.
This position offers a flexible work environment with the potential for a hybrid schedule, while also providing the rewarding opportunity to help cultivate a welcoming, efficient, and well-supported office environment. The Administrative Assistant plays an important role in enhancing the day-to-day experience of faculty, staff, and visitors by ensuring shared spaces remain organized and fully equipped, coordinating mail and deliveries, anticipating supply needs, and proactively partnering with faculty to support their evolving operational requirements. Individuals who enjoy balancing administrative work with hands-on collaboration and creating exceptional workplace experiences will find this role especially fulfilling.
Responsibilities*
Responsibilities include, but are not limited to, the following:
Research and Grant Administration
- Assist with the preparation, coordination, review, and timely submission of grant applications, renewals, resubmissions, and progress reports.
- Complete sponsor forms and Proposal Approval Forms (PAFs) for grant applications.
- Maintain detailed tracking systems for grant submissions, resubmissions, progress reports, and other research deadlines.
- Submit required materials to the NIH through eRA Commons.
- Carefully review submission packages for completeness, consistency, formatting, and compliance with sponsor and institutional requirements.
- Coordinate protocol forms and related project documentation through U-M systems.
- Work with administrators in other centers and departments to coordinate materials for multidisciplinary projects, including program project grants and Collaborative Research Centers.
- Maintain current faculty biosketches through SciENcv, curricula vitae through Elements or Microsoft Word, and NIH Other Support and Resources documentation.
- Communicate on behalf of faculty with the NIH and other organizations regarding grant reviews, service chair appointments, and committee responsibilities.
- Track faculty action items, provide timely reminders, identify outstanding materials, and follow through until tasks are completed.
- Meet regularly with faculty to review deadlines, priorities, dependencies, and the status of research-related tasks.
- Support manuscript, book chapter, review, and other scholarly submissions for PubMed Central identification numbers (PMCIDs).
- Assist with material transfer agreements, patent applications, and related research correspondence.
Research Program Administration
- Provide comprehensive administrative support for research faculty.
- Support recruitment of postdoctoral fellows and other laboratory personnel, coordinating job postings, interviews, candidate communications, and follow-up with faculty and the laboratory program manager.
- Address administrative matters related to student, fellow, faculty, and staff appointments and professional activities, including stipends, thesis committees and defenses, and professional society memberships.
Financial and Faculty Administration
- Reconcile purchasing cards and faculty discretionary funds.
- Collect, verify, organize, and retain receipts and supporting documentation for procurement, travel, and other financial transactions.
- Support monthly reconciliation processes and promptly resolve missing, incomplete, or inconsistent documentation.
- Maintain faculty continuing medical education credit records.
- Maintain multiple Outlook and Google calendars and coordinate complex schedules.
- Communicate with U-M clinics regarding faculty absences using QGenda, email, and other applicable systems.
- Assist faculty with correspondence, scheduling, logistical planning, and travel arrangements.
Academic Programs and Events
- Plan, organize, coordinate, and publicize academic forums and events, including symposia, lecture series, grand rounds, clinical case presentations, and graduate-level courses.
- Prepare and distribute detailed itineraries and schedules.
- Schedule interviews and meetings, reserve rooms, and coordinate event logistics.
- Coordinate travel, reimbursements, and honoraria for visiting faculty.
- Escort visiting faculty to scheduled meetings when needed.
- Update websites and MCommunity email groups.
Professional Communication and Confidentiality
- Draft and send correspondence on behalf of faculty, ensuring accuracy, appropriate tone, and timely follow-through.
- Interact professionally with university and government officials, administrators, research partners, potential and existing donors, and patients.
- Exercise discretion when handling matters of a confidential or sensitive nature.
Required Qualifications*
- Associate degree or an equivalent combination of education and experience.
- Four to Five years of progressively responsible administrative experience.
- Demonstrated interest in supporting faculty research and managing detailed, deadline-driven administrative work.
- Exceptional organizational skills and attention to detail, including the ability to identify inconsistencies, track outstanding items, and verify work before submission.
- Demonstrated aptitude for learning unfamiliar software, online systems, terminology, policies, and administrative processes quickly and accurately.
- Ability to interpret detailed instructions and requirements, ask appropriate questions, and apply newly learned information consistently.
- Ability to create and maintain reliable tracking systems, checklists, records, and follow-up processes.
- Demonstrated ability to manage multiple projects and competing deadlines while maintaining accuracy.
- Ability to prioritize work, anticipate next steps, and ensure tasks are completed without continuous direction.
- Strong analytical and problem-solving skills, including the ability to recognize missing information, investigate discrepancies, and determine appropriate next steps.
- Ability to work effectively amid frequent interruptions and changing priorities.
- Ability to work independently while collaborating effectively with faculty, staff, and research administrators.
- Ability to adapt to different working styles and personalities.
- Outstanding written and verbal communication skills.
- Proficiency with common office software, including Microsoft Word, Excel, PowerPoint, and Outlook, or a demonstrated ability to become proficient quickly.
- Strong professional judgment, service orientation, and commitment to responsive follow-through.
- Demonstrated ability to handle confidential and sensitive information discreetly.
- Ability to work regularly on site at the BSRB and fulfill the positions in-person responsibilities.
Desired Qualifications*
- Bachelors degree or an equivalent combination of education and experience.
- Five years of progressively responsible administrative experience.
- Experience supporting research faculty, laboratories, sponsored projects, or complex academic programs.
- Demonstrated success learning and using complex administrative, financial, research, or compliance systems.
- Experience coordinating projects with multiple contributors, detailed requirements, and firm deadlines.
- Experience preparing, reviewing, formatting, or coordinating complex documents.
- Familiarity with grant applications, progress reports, research protocols, scholarly submissions, sponsored projects, or laboratory administration.
- Familiarity with NIH, U-M, or comparable institutional research processes.
- Familiarity with systems such as eResearch, M-Pathways, Concur, Elements, M-CV, eRA Commons, SciENcv, or EndNote is helpful but not required.
- Demonstrated ability to communicate effectively with varied audiences.
- A record of managing high-volume, deadline-driven work with exceptional accuracy, consistency, and follow-through.
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.
Work Locations
This position is based in the A. Alfred Taubman Biomedical Science Research Building (BSRB). Regular on-site work is required, and the successful candidate must be able to work in the office according to the needs of the faculty, laboratories, department, and position. In-person responsibilities may include meetings, laboratory and visitor support, events, interviews, and time-sensitive administrative activities. Remote work may be available for duties that can be performed effectively off site, subject to departmental expectations and operational needs. The hybrid schedule will be established with the supervisor and may change based on business needs. This is not a fully remote position.
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.
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.