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.
Summary
The Life Sciences Institute (LSI) is seeking an experienced professional who will provide high-level, diversified and confidential administrative support for our faculty members and their research laboratories. You will report to the Assistant to the LSI Managing Director and work as part of a collaborative team to support our research goals.
Mission Statement
Our mission at the LSI is to advance the understanding of the fundamental processes of life, and to pioneer new ideas to improve human health.
Responsibilities*
- Provide complex calendar management for faculty and labs, exercising judgment to prioritize complicated schedules; manage schedule changes; screen the purpose of meeting requests; set priorities when there is a conflict; and provide participants with a background information needed for meetings.
- Follow up on decisions and other assignments that result from meetings; monitor progress of assignments to ensure completion.
- Assist with formatting, proofreading and submission of publications, manuscripts, correspondence, e.g., recommendation and promotion letters, award nominations.
- Assist the LSI research administration team with grant applications, progress reports and related sponsored research documents.
- Arrange and manage complex travel (both domestic and international) including airfare, hotel, transport, and itinerary creation.
- Assist with travel visas for faculty, lab members, guests, including obtaining required information and submitting documents to the visa processing service, consulate or embassy.
- Manage recruitment visits including serving as contact for correspondence, travel/reimbursement, meeting schedule and itinerary, seminars and talks, and marketing (flyers, emails, placement on central calendar).
- Coordinate all logistics (room reservation, catering, IT) for on-site and virtual meetings, lectures, conferences, seminars, thesis committee meetings, dissertation defense, lab celebratory/appreciation events and serve as contact for all arrangements and on-site needs.
- Track and reconcile monthly business expenses to prepare travel and hosting reports and reimbursements for submission for central processing.
- Manage payment of subscriptions, membership renewals/dues, conference registrations, books and other supplies using university-preferred vendors.
- Work with LSI HR to complete new lab members MOU's, building access, and additional onboarding needs.
- Assist faculty with time reporting and approval process for lab members.
- Maintain, draft and edit lab documents, protocols and policies.
- Maintain faculty curriculum vitae, biosketches, and bibliographies in MY NCBI.
- Update faculty/lab webpages.
- Respond to telephone inquiries; sort and distribute mail; photocopy, fax and scan documents; maintain office filing system.
- Provide back-up administrative support for faculty in the absence of other administrative support staff.
- Participate in team meetings, assist team members and collaborate with administrative staff within the LSI and in our partnering units.
- Handle special projects and other related duties as assigned.
Required Qualifications*
- High school diploma, or equivalent combination of education and experience.
- Minimum of two years of progressively responsible administrative experience.
- Experience with computer applications and centralized electronic systems and databases.
- Strong communication skills and ability to prioritize and balance multiple concurrent assignments and deadlines.
- Proven ability to exercise initiative, independent judgment, and confidentiality with a positive, service-oriented attitude.
- Experience working independently and on a professional, collaborative team.
- Can work in an open, shared office environment.
- Ability to take guests to LSI and campus meetings, transport materials, food, and items for LSI and campus meetings and events.
Desired Qualifications*
- Bachelor's degree or equivalent combination of education and experience.
- Previous experience assisting research faculty.
- Working knowledge of Concur, NIH eRA Commons and MY NCBI.
- Working knowledge of applicable University policies, procedures and systems, including travel and reimbursement.
- Proficiency in the use of computers and experience working with Google calendars and documents.
- Understanding of sponsored funding environment, with exposure to simple budgeting concepts and proposal preparation assistance.
Additional Information
This is a hybrid work location including required regular and ad-hoc on-site work at the Life Sciences Institute offices in Ann Arbor, and remote work opportunities as made available within our overall LSI policies.
Benefits at the University of 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
- Dental, Vision and Legal Insurance
- Life insurance
- Long-term disability coverage
- Flexible spending accounts for healthcare and dependent care expenses
- Maternity and Parental Leave
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/AA Statement
The University of Michigan is an equal opportunity/affirmative action employer.