Admin Specialist Inter/Student Programs Coordinator

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.

The Department of Molecular & Integrative Physiology is looking for an administrative coordinator to manage a blend of responsibilities that include PhD student support, Summer undergraduate research programs (pre/post work for R25's) and departmental training grant activities.  This includes all aspects of these programs from recruiting, student finances, GSRA hires, Rackham funding, event planning/organization and thesis defense support.

Exercising a high level of initiative, organizational skills, and customer service with an ability to handle a wide variety of diverse tasks with accuracy are key characteristics of a successful candidate.  This position reports to the PhD Program Coordinator and will work with departmental administrative teams in research, Human resources and finance.

This position's work schedule has the option to be hybrid, the initial intent is to have at least three days on-site.  The primary work schedule would be M-F during typical business hours, but there is flexibility to adjust as needed for life events.  The position may require work on occasions that are after hours or on weekends to assist with student events. 

30%  Summer Undergraduate Research Programs Support

• Provide administrative support to the Training Program Directors. Assist and support logistic efforts for programming.  Provide event support as needed, including annual symposium.
• Lead application processes, recruitment coordination, onboarding, and offboarding of students.  Work closely with HR lead in hiring process.  
• Coordinate event details such as venue booking, speaker confirmation, AV support for weekly seminars, supply acquisition, and catering communications as required.
• Pre/Post award research related work involving R25 educational grants.  Updating NIH data tables, working in NIH xTrain system and tracking alumni data annually for changes.      

70% PhD Graduate Student Program and Training Grants

• Serves as a liaison for informational resources and support for graduate students, prospective students, and faculty regarding the University, MIP, and Rackham policies and procedures.
• Oversee aspects of the MIP curriculum - includes updating and maintaining the Curriculum Module in M-Pathways, supporting planning of courses, overseeing course logistics, and student registration.
• Monitor and maintain accurate student and alumni records including candidacy, dissertation, and degree requirements and deadlines.
• Manage student funding that includes GSRA appointments, fellowships, grants, travel funds, GSI hiring and benefits.    
• Prepare Rackham block grant reports.  Process Rackham graduate student research grants.
• Supports and assists with all matters pertaining to recruitment and admissions through the Program in Biomedical Sciences (PIBS) including planning, budgeting, and hosting of recruitment activities for visiting prospective students.
• Supports the renewal submissions and yearly progress reports for our NIH T32 training grants maintained in the department.

• Bachelor's degree or equivalent combination of education and experience.
• Demonstrated ability to work as an effective member of an office team, interacting professionally with a diverse group of students, faculty, and staff.
• Ability to prioritize and organize a diverse workload with strong attention to detail.
• Ability to meet deadlines in a timely manner while demonstrating flexibility when priorities and deadlines change.
• Proven proficiency with Microsoft Office products and/or the Google Suite, with a strong interest and aptitude for learning new computer applications.  Ability to schedule and operate video conferencing tools including Zoom or Google Meet.
• Demonstrated commitment to diversity, equity, inclusion, and social justice is expected.

• Previous experience working in an academic environment, preferably in student services.
• Experience working with the University's financial, research, student, and HR systems.
• Prior experience with training grants, financial aid processing (FAIT) and PIBS.
• Strong IT knowledge of google docs, Qualtrics, Survey Monkey, and mail merge process.

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 mission of the University of Michigan is to serve the people of Michigan and the world through preeminence in creating, communicating, preserving and applying knowledge, art, and academic values, and in developing leaders and citizens who will challenge the present and enrich the future.

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.

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.

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