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.

Zero to Thrive is currently seeking a Program Assistant to support community implementations and research programming including the Strong Roots programs. The work of Zero to Thrive focuses on promoting the health and resilience of all families from pregnancy through early childhood. This is accomplished through various avenues including clinical work, research, education, community partnerships and service. The Program Assistant will provide a blend of administrative, research and community implementation support for the various programs. Examples of specific tasks include working with outside agency representatives to facilitate and arrange all components of large community trainings; assist with these trainings using tools such as Zoom, Qualtrics, and Canvas; preparing agendas for research meetings taking minutes and disseminating action items; creating and maintaining Qualtrics surveys; making purchases and establishing contracts. This is a hybrid position with 2 days in-office required.

Zero to Thrive believes diverse groups of people and perspectives enrich our team and the work we accomplish together as we strive toward our vision of supporting all families, from pregnancy through early childhood, to have the well-being necessary to achieve their full potential. As part of this commitment, we encourage applicants from all groups to apply for this position.

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?

• Excellent medical, dental and vision coverage effective on your very first day
• 2:1 Match on retirement savings

General Administrative Responsibilities 20%
 

• Manage program calendar including scheduling meetings, interviews and other appointments for in-person and virtual meetings using Zoom
• Create itineraries and support preparation of presentations
• Order supplies or materials related to program operations; provide program manager(s) with input on optimal uses of financial resources and suggest improvements to minimize costs 
• Maintain supplies, office equipment and general upkeep of program operations
• Maintain confidentiality and exercise discretion
• Answer email inquiries about our programs, triage calls and requests, take accurate messages, etc.
• Manage and respond to all email in timely communication
• Attend meetings with internal team and community partners, take minutes and disseminate action items
• Additional duties as needed

Program Specific Responsibilities 25%

• Assist program manager(s) and leadership team with program development and implementation
• Assist team with review and maintenance of multimedia materials for the Strong Roots programs
• Creating and maintain Canvas pages for staff used by external collaborators
• Maintain and create Qualtrics surveys for staff and external collaborators

Supporting Logistics for Trainings 30%

• Program Assistant is responsible for working with study team to plan all logistics for trainings, both in personal and virtual and executing those plans. 
  • Tasks include:
    • Secure location
    • Create and submit orders for hosting
    • Order any needed materials/supplies and transporting to training as needed
    • Track participant registration
    • Provide onsite support throughout the training
    • Process and track training evaluations and CEUs
    • Manage contracts and any finance/procurement needs for the training
    • For in person trainings the Program Assistant will be responsible for traveling to training sites, setting up, receiving and cleaning up food orders throughout the day and breaking down the trainings. These events are often multi day events. Travel is required and mileage will be reimbursed
    • Support training preparation by maintaining attendance, certificates, and invoicing
    • Manage technical aspects of virtual trainings (breakout rooms, etc) and other calls using Zoom

Financial 25%

• Manage all purchasing through procurement system including submit and track all purchase orders
• Create and maintain invoices and contracts for staff and external collaborators. Manage both incoming and outgoing invoices for research related activities. Communicate and sustain relationships with external vendors
• Track purchases and monitor budget reconciliations 
• Review project budgets with program manager(s) regularly to ensure all purchases are being made within budget guidelines
• Review expense data at month and fiscal year-end, and other reports as directed by supervisors

• High School Diploma or equivalent 
• Proficient in Microsoft Programs (excel, word), Qualtrics & Zoom
• Outstanding written and verbal communication skills
• Exceptionally organized with close attention to detail is essential
• Experience tracking budgets, purchases and/or complex task lists
• Ability to handle multiple tasks in a fast-paced office environment with competing deadlines
• Ability to work independently or in a team environment. Excellent interpersonal skills are critical for success in this environment
• Independence, flexibility, excellent problem-solving skills, and ability to prioritize competing demands 

Requirements for Intermediate Level: 2-4 years experience with program assistance

Requirements for Associate Level: 1-2 years experience with program assistance 

• Bachelor's Degree Preferred

This position is Monday through Friday. 

This position is hybrid with 2 days in-office required at the Rachel Upjohn Building, Ann Arbor, MI.

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.

This position may be underfilled at a lower classification depending on the qualifications of the selected candidate.

This is a grant funded position with current funding secured through September 30, 2025. Additional funding for fiscal year 2026 has been requested. 

This is a term-limited appointment ending September 30, 2025 with potential for extension. At the end of the stated term, your appointment will terminate, and will not be eligible for Reduction-in-Force (RIF) benefits. This term-limited appointment does not create a contract or guarantee of employment for any period of time as you will remain subject to disciplinary or other performance measures, up to and including termination, at the will of the University in accordance with existing University policy and standards for employee performance and conduct.

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.

In addition to the screenings indicated above under Michigan law, a criminal history check including fingerprinting is required as a condition of transfer or employment for this position.

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 participates with the federal EVerify system.  Individuals hired into positions that are funded by a federal contract with the FAR EVerify clause must have their identity and work eligibility confirmed by the EVerify system.  This position is identified as a position that may include the EVerify requirement.

The University of Michigan is an equal opportunity/affirmative action employer.