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.
About the Life Sciences Institute
The Life Sciences Institute (LSI) is a multi-disciplinary research institute at the University of Michigan, strategically located as a bridge between the medical campus and the central-campus schools and colleges. Our mission is to advance the understanding of the fundamental processes of life, and to pioneer new ideas to improve human health.
The LSI’s world-class faculty members hold joint appointments at the LSI, where their labs are located, and a variety of schools and colleges across the university. They bring broad and diverse expertise — ranging from cell biology to medicine, from chemistry to structural biology. The institute’s philosophy is to provide our faculty and their teams with superior scientific tools and administrative support, allowing them to spend more time focused on what really matters — their research.
The institute’s administrative staff supports all aspects of unit operations including facilities, IT, human resources, finance, research administration, academic programs, communications and development.
In addition to faculty labs, the LSI houses several core technology labs that support the research enterprise of the entire university, including a high-throughput screening center (Center for Chemical Genomics), a comprehensive cloning and macromolecular X-ray crystallography facility(Center for Structural Biology), a comprehensive microbial biodiversity, fermentation and metabolite analytics facility (Natural Products Discovery Core) and a state-of-the-art cryo-electron microscopy facility, a BioNMR core and a Mass Spectrometry core. The LSI also plays a key role in administering campus-wide programs like the U-M Program in Chemical Biology, Center for the Discovery of New Medicines and Michigan Life Sciences Fellows.
The LSI is committed to the principle that fostering diversity, equity and inclusion within the institute — and in the next generation of scientific leaders — is inseparable from our commitment to scientific excellence and achievement.
The LSI is seeking a qualified individual who will provide high-level, diversified and confidential administrative support for faculty members in the Life Sciences Institute. 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 and duties include, but are not limited, to the following:
Assist with the scheduling of meetings and appointments exercising discretion and judgment as to priorities, including one-on-one meetings as well as group project and lab meetings.
Organize background material for meetings and follow up on decisions and other assignments that result from meetings; monitor progress of assignments to ensure timely completion.
Manage lab calendars as requested.
Draft correspondence and assist with formatting and proofreading of manuscripts and grants; assist with creating, formatting and editing ad hoc communications including letters of recommendation, reference, promotion, and nomination for awards.
Assist faculty in the routine preparation of research grant applications, progress reports and contracts including word processing and formatting of specific sections, working in conjunction with the Life Sciences Institute Grants/Finance team.
Maintain faculty curriculum vitae (CV’s), NIH biosketches, and bibliographies in MY NCBI.
Screen, prioritize and route written and electronic correspondence.
Update Faculty/Lab websites.
Respond to telephone inquiries; sort and distribute mail; photocopy, fax and scan documents as necessary; maintain office filing system.
Maintain open levels of communication with supervisors and subordinates.
Travel and Expense
Arrange and manage complex travel (both domestic and international) including detailed travel planning and expenditure reimbursement.
Arrange travel and itineraries for visiting researchers and process travel reimbursements if needed.
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 PCard expenses; prepare travel and hosting expense reports in Concur.
Provide administrative support to the lab as first point of contact on matters such as postdoc candidate visits, letters of recommendation, grant submissions, purchasing approvals, thesis committee meetings, publication submissions, workload expectations and managing deadlines.
Assist new lab members with building access, IT support and acclimating to the Life Sciences Institute policies and procedures.
Assist with timekeeping and the reporting/approval process for lab members.
Maintain documents/protocols relevant to research laboratory activities. Draft and edit lab specific policies and processes.
Effectively manage and arrange various recruitment visits, being main point of contact for correspondence with onboarding, managing travel/reimbursement, meeting schedule and itinerary, seminars and talks, and marketing (flyers, emails, placement on central calendar).
Reserve appropriate rooms and catering/equipment for meetings, lectures, conferences and seminars and serve as point of contact for arrangements.
Assist in organizing laboratory celebratory/appreciation events.
Renew memberships and subscriptions as needed.
Act as a liaison for assigned faculty members with both internal and external offices and constituents.
Proactively interact with the Institute administrative staff and other administrative units at the University to communicate issues, resolve problems, organize laboratory activities and ensure compliance with LSI and University policies and procedures.
Provide back-up administrative support for faculty in the absence of other administrative support staff.
Handle special projects and other duties as assigned.
A bachelor’s degree, or equivalent combination of education and experience is required.
A minimum of four 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.
Previous experience in assisting research faculty.
Working knowledge of Concur, NIH eRA Commons and MY NCBI.
Working knowledge of applicable University policies and procedures, including travel and reimbursement.
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.
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.
The University of Michigan is an equal opportunity/affirmative action employer.
Internal Number: 179098
About University of Michigan - Ann Arbor
A great university is made so by its faculty and staff, and Michigan is recognized as one of the best universities to work for in the country. The Michigan culture is known for engaging faculty and staff in all facets of the university to create a workplace that is vibrant and stimulating.For two consecutive years, the Chronicle of Higher Education has placed U-M in its "Great Colleges to Work For" survey. In particular, the university earns high marks for strong relations between faculty and administrators, a collaborative system of governance, strong pay and benefits, and a healthy work/life balance.