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Administrative Assistant Sr
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Position Number: 1504596
Location: Ann Arbor, MI
Position Type: Secretary and Administrative Assistants

Administrative Assistant Sr

Job Opening ID: 174101
Work Location: Ann Arbor Campus
Full Time/Part Time: Full-Time
Regular/Temporary: Regular
FLSA Status: Nonexempt
Organizational Group: Inst Soc Research
Department: SRC-Life Course Development
Posting Begin/End Date: 6/14/2019 6/28/2019
Salary: $45,000.00 $55,000.00
Paid Time Off:
Career Interest: Administration

How to Apply
To be considered for this position, candidates must include a cover letter specifying their interest in and qualifications for this position. The cover letter should be the first page of your resume and uploaded as one document.

Job Summary
The Life Course Development Program (LCD) within the Survey Research Center (SRC) at the Institute for Social Research (ISR) focuses on understanding social relations across the life span, including those with family and friends, through the use of different methodologies and theoretical perspectives. The LCD Administrative Assistant Senior will provide general administrative support to the program, manage financials, and assist the administration of sponsored research as directed by the Program Director.

This position provides an ideal opportunity for an experienced administrator to apply and broaden their skills to a research intensive environment.

Responsibilities*
Administrative Support

Prepare expense reports via Concur, make travel arrangements, and prepare itineraries and schedules.

Prepare routine paperwork related to hiring temporary support staff, GSRAs, visiting scholars, and assist with various stipend issues. Review/approve timesheets for research support staff and temporary hourly employees using an electronic timekeeping system.

Provide administrative support for the LIFE graduate training program, a joint program between U-M and other international organizations. Responsibilities include coordinating a bi-annual academy in Ann Arbor arranging travel, lodging and hosting for approximately 40 participants. Make travel arrangements for students to travel internationally every year, and arrange catering for bi-weekly reading groups that occur throughout the year.

Attend research project meetings, take and distribute notes. Prepare agendas and meeting materials for conferences and seminars. Attend relevant SRC/ISR/U-M finance and research administration meetings and trainings to remain current on issues affecting proposal preparation, changes in UM policy and procedures, and to stay current on financial and administrative reporting.

Act as the main contact for the LCD Program responding to email, phone or walk-in inquiries. Maintain physical filing system and keep electronic files organized. Monitor and replenish supplies, as needed.

Financial Support

Provide accounting support including cost monitoring, forecasting, reconciling, and analysis reports for active sponsored projects and overhead accounts. Keep Program Director and other relevant professionals informed monthly on status of financials, alert them about irregularities or potential overruns, and take steps to resolve issues. Prepare journal entries, purchase order requisitions and payment requests, and track their progress to completion. Respond to financial and administrative requests from other SRC/ISR units, Financial Operations, funding sponsors, etc. Assist with respondent payment issues.

Proposal Preparation Support

Assist with preparation of grant proposals for submission to funding agencies. The Administrative Assistant Senior may assist with components of a proposal including budgets, budget justifications, other support, biographical sketches, and IRB applications. They will also keep staff bios, other support, and CVs up-to-date and send out upon request.

Post-Award Support

Assist with sponsor annual reports, final financial statements, project renewals, no-cost time extensions, IRB forms, and project supplements in accordance with sponsor regulations and guidelines. Assist with establishing subcontracts with collaborating institutions. Assist in the preparation and presentation of manuscripts, research articles, newsletters, and general correspondence. Maintain and update program website. Create charts and diagrams for submission to scientific journals. Perform literature searches, retrieve articles and manage bibliographic databases.

Required Qualifications*

Bachelor's degree or equivalent combination of education and experience
At least three years of progressively complex administrative experience with management responsibilities
Experience monitoring and reconciling financials

Experience using M-Pathways or comparable financial/human resource management system
Experience working in Concur, or a similar travel and expense system

Progressive knowledge of Excel and other Office products and comfort with changing technology essential
Excellence in written and spoken communication skills
Able to effectively work with a diverse group of individuals to provide exceptional customer service
Exceptional organizational skills that can be substantiated by the candidate or references
Successful experience working in a busy, high energy environment with ability to remain calm, flexible, prioritize, and multi-task, as well as sometimes work under pressure to meet strict deadlines
Proven attention to detail and ability to independently follow-up/follow-through, which can be substantiated through performance appraisals and/or references

Desired Qualifications*

Experience with sponsored research administration
Experience preparing proposals for submission to NIH and NSF
Knowledge of UM policies and procedures, especially related to sponsored research

Additional Information
The Institute for Social Research (ISR) at the University of Michigan seeks to recruit and retain a diverse workforce as a reflection of our commitment to serve the diverse people of Michigan, to maintain the excellence of the university, and to ground our research in varied disciplines, perspectives, and ways of knowing and learning.

U-M EEO/AA Statement
The University of Michigan is an equal opportunity/affirmative action employer.

To apply, visit http://careers.umich.edu/job_detail/174101/administrative_assistant_sr