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.

Join the Department of Neurology at the University of Michigan and become part of a nationally recognized academic medical center dedicated to advancing patient care, research, and education. We are seeking a highly organized and proactive Administrative Assistant to provide high-level administrative support to multiple clinical and research faculty members. In this dynamic role, you will serve as a trusted partner, coordinating a wide range of administrative functions while supporting innovative research laboratories that are driving discoveries in neuroscience. This position offers the opportunity to work alongside leading physicians and scientists, contribute to meaningful research initiatives, and build a rewarding career within one of the nation's premier public universities.

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.

This position is located in the A. Alfred Taubman Biomedical Science Research Building (BSRB), with potential to work remotely where appropriate and reasonable.

The successful candidate will have strong customer service focus and represent the department in a highly professional manner. This will require the individual to act with discretion, confidence, competence, creativity, and some level of independence on a daily basis while interacting with Michigan Medicine leadership, faculty, staff and administrative professional peers. 

The ideal candidate will thrive in a fast-paced environment, have outstanding interpersonal skills, judgment, discretion and experience in making independent decisions regarding planning, prioritizing and organizing. It will be essential for the candidate to work well within a team, have a strong and responsible work ethic, and possess a high-level of professionalism and an aptitude for independent decisions when appropriate.

Responsibilities will include but are not limited to: complete sponsor grant forms and PAFs for University of Michigan and VA grant applications; process protocol forms for projects through UM and the VA; maintain multiple Outlook and Google calendars; reconcile P-Cards and faculty discretionary funds; oversee and address administrative issues related to student, fellow, faculty and staff appointments and professional activities (stipends, thesis committees and defense, professional society memberships, material transfer agreements, patent applications and related correspondence, equipment purchases, etc.); assist with job postings for laboratory staff and postdoctoral positions; submit manuscripts, book chapters, reviews, and other documents for PMCIDs; manage receipts and related documentation from procurement, travel, and other financial transactions; communicate with clinics regarding faculty absences (Qgenda/UM, email/VA). 

Assist in the preparation, coordination, and submission of grant applications and progress reports; submit items to NIH via eRA Commons; track due dates and deadlines for grant submission/resubmissions and progress reports for faculty. Work with administrative assistants in other centers/departments when necessary on materials related to multidisciplinary projects (i.e. program project grants, Collaborative Research Center). Regularly update biosketches, curriculum vitae (via Elements or maintaining Word versions based on faculty preference) and NIH Other Support and Resource pages for faculty. Keep CME credit records for faculty current. Assist Research Office with monthly financial reconciling process for sponsored projects including submitting the aforementioned documentation during this process.

Assist faculty with correspondence, logistic planning and scheduling, and travel arrangements. Help plan, organize, coordinate, and advertise academic forums and events including symposia, lecture series, grand rounds, clinical case presentations and graduate level courses. Responsibilities include preparing and distributing itineraries, scheduling interviews, reserving meeting rooms, escorting visiting faculty to meetings and coordinating travel and reimbursement/honoraria for visiting faculty. Regularly update website and MCommunity email groups. 

Assist lab program manager with recruiting lab members (undergrads and postdocs).  Schedule interviews and follow-up with faculty and lab manager regarding status of positions and candidates.  Meet weekly with lab manager to discuss administrative action items for lab.

Communicate and send emails on behalf of faculty to NIH and other organizations regarding grant reviews, service chair appointments, and other committee member responsibilities.  Remind faculty to complete tasks.  Meet with faculty weekly to ensure tasks are being completed.

Occasional interaction involving matters of a highly confidential or sensitive nature may include contacts with university officials, government officials, administrators, potential and existing donors as well as patients.

Support a collaborative and welcoming workplace by maintaining organized shared office spaces, coordinating mail and deliveries, escorting individuals, monitoring, and replenishing office supplies, and proactively partnering with faculty to anticipate and address operational needs.

Other duties may be assigned as necessary.

Associates degree or equivalent experience. 3-5 years of progressively responsible administrative experience required.

Outstanding organizational skills and attention to detail. Demonstrated ability to prioritize and manage multiple tasks with competing deadlines and work effectively with frequent interruptions. Ability to work well both independently and in collaboration with faculty and staff as a team member. Ability to adapt to different working styles and personalities. Outstanding verbal and written communication skills. Excellent computer skills including Microsoft Word, Excel, PowerPoint, Outlook. Positive attitude and customer service orientation.

Demonstrated ability to treat confidential and sensitive information in a discreet fashion. Reasonable knowledge of medical and scientific terminology or demonstrated ability to learn.

Bachelor's degree or equivalent combination of education and experience; at least five years of administrative experience; ability to relate to varied audiences; must have a good understanding of University policies and procedures; knowledge and experience of University grant application process, experience formatting grant

Experience with proposals to the NIH and VA, T32 knowledge and experience, along with working knowledge of EndNote reference database software. Knowledge of University policies and procedures as well as university systems including eResearch, Mpathways, Concur and the M-CV database helpful.

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.

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.