Administrative Assistant Inter

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 Life Sciences Institute (LSI) is seeking an experienced administrative professional to provide high level support to research faculty members. This individual must exercise initiative, independent judgment, diplomacy, as well as have a service-oriented attitude. The selected individual must be able to communicate effectively with faculty, students, staff and visitors, be an effective team player, have the ability to independently prioritize work while responding to the varying needs of assigned faculty, and handle multiple assignments and deadlines in a fast-paced environment. The selected individual must be reliable, have an excellent attendance record and a professional demeanor at all times.

Responsibilities* Provide advanced, diversified and confidential secretarial and administrative support to Life Sciences Institute faculty members.

Calendars maintenance -- schedule time effectively, exercising discretion and judgment as to priorities and organize background material for meetings.

Maintain curriculum vitae (CV's), NIH biosketches, and bibliographies in MY NCBI for faculty.

Coordinate travel arrangements, including air, hotel, and transportation, prepare itineraries and insuring that all necessary files, materials and supplies are assembled.

Assist faculty with arrangements for invited guests, providing detailed travel itineraries, seminar flyers and announcements as appropriate.

Reserve appropriate rooms for meetings, lectures, conferences and seminars and serve as point of contact for arrangements.

Schedule catering/equipment for meetings, lectures, conferences and seminars.

Coordinate travel honorariums and reimbursements for guests as appropriate. Coordinate with other units as necessary.

Assist faculty in preparation of the necessary documents for travel Visas when traveling outside the United States. Work with faculty and others involved with the trip to obtain the required documents and submitting documents to the visa processing service, consulate or embassy.

Track and reconcile monthly PCards expenses; prepare travel and hosting expense reports in Concur.

Assist with creating, editing and formatting letters of recommendation, reference, promotions, and nominations for awards.

Draft correspondence and assist with formatting and proofreading of manuscripts and grants.

Assist in the routine preparation of research grant applications, progress reports and contracts including word processing and formatting of specific sections and working in conjunction with the LSI Grants/Finance team.

Schedule lab meetings and manage lab calendars as requested.

Perform basic word processing, faxing and photocopying.

Answer telephone and sort laboratory mail.

Maintain office filing system.

Process and maintain documents/protocols relevant to research laboratory activities.

Track and check lab member timesheets. Send reminders and provide training as needed.

Assist new lab members with building access, IT support and acclimating to the Life Sciences Institute policies and procedures.

Update Faculty/Lab websites.

Renew memberships and subscriptions as needed.

Provide back-up administrative support for faculty in the absence of other administrative support staff.

Handling special projects and other duties as assigned.

Required Qualifications* A bachelor's degree, or equivalent combination of education and experience is required.

A minimum of three to five years of progressively responsible administrative experience, preferably in higher education.

Highly organized and attentive to detail and accuracy are essential.

Excellent verbal, written and interpersonal skills with a strong customer service focus with demonstrated commitment to creating a positive work environment. Open and ongoing communication and follow up with faculty and direct supervisor are essential.

Demonstrated ability to successfully interact with various management levels and department staff.

Demonstrated ability to compose and produce professional correspondence.

Demonstrated ability to accurately follow directions, as well as demonstrated initiative to gather information and resources needed to assure assignments are completed in a thorough and timely manner.

Demonstrated ability to work in a team environment as well as independently, set priorities, multi-task, handle multiple assignments and deadlines, and display excellent judgment while operating in a flexible and professional manner.

Strong proficiency in the use of computers, including MS applications (Word, Excel, PowerPoint) and experience working with Google calendars and documents.

Demonstrated ability to set priorities and balance multiple projects with high-level accuracy in a deadline driven, fast-pace environment while providing high quality customer service.

Strong organization and record-keeping skills are essential.

Demonstrated ability to present ideas to increase efficiency.

Knowledge of UM policies and procedures, specifically travel and reimbursement.

Desired Qualifications* Previous experience in assisting research faculty.

Working knowledge of Concur, NIH eRA Commons and MY NCBI.

Working knowledge of applicable University policies and procedures.

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 will be performed in compliance with the Fair Credit Reporting Act.

U-M EEO/AA Statement The University of Michigan is an equal opportunity/affirmative action employer.