Interested candidates are invited to submit a resume/CV and cover letter outlining their qualifications and interest in the position. Please include contact information for three professional references. Applications will be reviewed on a rolling basis until the position is filled.

The Overdose Prevention Engagement Network (OPEN) is a diverse team dedicated to improving lives and reducing harms of substance use. By engaging with individuals, communities, and organizations, the team shares education and resources to strengthen person-centered prevention, treatment, and recovery. 

We are seeking a dedicated Administrative Specialist to join our operations team. The ideal candidate will provide human resource support; facilitate the hiring, onboarding, offboarding, and timekeeping processes for our staff and research assistants. This candidate will also provide procurement support, track all OPEN equipment, facilitate HITS/ITS service requests, provide support for our Faculty Directors, and assist as a back-up for our other administrative specialists. This role will require excellent communication and organization skills, team collaboration, and the ability to quickly learn and adapt in a fast-paced research environment. 

This position is a hybrid position and does require in-office work 2 days per a week. Our office is located at the North Campus Research Complex in Ann Arbor. 

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.

Michigan Medicine is one of the largest health care complexes in the world and has been the site of many groundbreaking medical and technological advancements since the opening of the U-M Medical School in 1850. Michigan Medicine is comprised of over 30,000 employees and our vision is to attract, inspire, and develop outstanding people in medicine, sciences, and healthcare to become one of the world?s most distinguished academic health systems.  In some way, great or small, every person here helps to advance this world-class institution. Work at Michigan Medicine and become a victor for the greater good.

What Benefits can you Look Forward to?

• Competitive salary commensurate with experience.

• Comprehensive healthcare benefits package.
• Retirement savings plan with employer contribution.
• Professional development opportunities and support for continuing education.
• Paid time off and holiday leave.

Human Resource Support (50%) 

• Facilitate the Hiring Process for OPEN staff and research assistants (RAs): pulling resumes, scheduling job interviews, facilitating salary settings, filling out position description forms for RAs and other positions as needed.

• Facilitate and lead the onboarding and offboarding processes for OPEN staff and RAs.

• Manage and update access for OPEN staff using the Group Management Tool, Sharepoint, Google Drive, Slack, building access, and assigning MiChart training as needed.

• Maintain and update annual remote/flexible work agreements for all OPEN Staff.

• Review effort assignments across all OPEN projects  and assist with the annual effort certification process.

• Maintain the OPEN Passport Template, Team Roster, Workplace Handbook, and time tracker spreadsheets, updating as needed.

• Track and communicate any HR updates, UM requirements, or upcoming holidays/coordinated days in staff meetings.

• Assist with approving timesheets, tracking time off requests, and assisting with payroll questions as needed.

• Respond to HR related inquiries from the team regarding interpretation of UM guidelines, UM communications that impact employee benefits, etc.

Procurement Support (20%)

• Provide procurement support on Tuesdays and Thursdays and when the primary Procurement Specialist is out of the office. 

• Review and approve purchasing request forms.
• Submit requisitions for purchase orders, marketsite carts, invoices for payment, and reimbursement requests. 
• Assist with executing, tracking, and maintaining service contracts.

• Assist with booking travel arrangements and PCard reconciliation.

Faculty Director Support (15%)

• Assist with meeting preparation, to include agenda creation, sharing, note taking as it relates to OPEN research projects

• Support faculty with the manuscript submission process and filling out the OPEN intake for for publications tracking

• Manage CV and biosketch requests as needed for proposal submissions

• Manage Faculty Director calendaring and meeting schedules, as needed

• Other Faculty Director support as needed

Facilities and Equipment Maintenance (10%)

• Manage all OPEN staff equipment; ensure all staff have working laptops, remote workstations, and in-office workstations. Maintain and order new equipment as requested.

• Track all OPEN equipment and manage, update, and maintain all Request for Removal forms as needed.

• Manage the OPEN OWL equipment, OWL meeting calendar, and set up the OWL as needed for all Staff Huddles and other requested meetings.

• Facilitate HITS or ITS requests as needed; submit requests related to computer purchases, reimaging, disposal, or other computer related inquiries.

• Submit facilities requests for nameplate changes, furniture requests, new space requests for recruitment, custodial requests, and other requests as needed. 

Other duties as assigned by supervisor (5%)

• Assist with office organization
• Assist with event planning and execution for the OPEN team.
• Other tasks as assigned.

• Bachelor's Degree and 4+ years of professional experience.

• Ability to work independently and as part of a team.

• Strong organizational skills and ability to prioritize multiple tasks and responsibilities.

• Excellent written and verbal communication skills.

• Ability to quickly learn new systems, processes, and policies.

• Experience with UM systems - M-Pathways HRMS and Financial & Physical Resources System, M-Reports.

• Knowledge of Microsoft Applications: word, excel, outlook, and powerpoint.

• Knowledge of UM and Department HR and Purchasing policies and procedures.

This position is a hybrid position and does require in-office work 2 days per a week. Our office is located at the North Campus Research Complex in Ann Arbor.

Michigan Medicine's Ann Arbor, MI Campus

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.

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.

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 employment opportunity employer.

The University of Michigan is an equal employment opportunity employer. :  We are an equal opportunity employer committed to diversity and inclusion. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status.