Research Administration Assistant

How to Apply

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. This combined document will be reviewed to assess how you meet the stated qualifications, including your written communication skills.

Job Summary

We are seeking a motivated and detail-oriented Research Administration Assistant to join our dynamic team. The successful candidate will provide critical administrative support to ensure the smooth operation of research office activities. Due to the varied nature of the work, you should possess strong organizational skills, attention to detail, and the ability to handle multiple tasks simultaneously.

At an institution with the breadth and depth of research activities like the University of Michigan, a support role such as this is crucial for maintaining the high standards and successful operation of our research program.

The position will report to the Research Process Manager and may receive direction on work assignments from the Associate Dean for Research (ADR) and any member of the school's research administration office.

Who We Are

The University of Michigan is a premier public research university known for its rigor and excellence in education and research. With top-ranked programs across disciplines and a commitment to public service, we foster an inclusive and innovative environment that welcomes diversity of thought and experience.

The School of Kinesiology is the fourth largest school at the University of Michigan. As the understanding about the importance of physical activity and sport to the health of society increases, the field of kinesiology has become one of the fastest-growing areas of study in the country. Our collaborative team encourages professional growth and cultivates excellence in research administration.

Responsibilities*

Note that this is a new position for the school, and we anticipate that responsibilities and the percentage of time spent on specific job functions may shift and change over time.

Approximate effort and primary responsibilities are as follows:

Administrative and Logistical Support for Research Office 60%

• Manage research office events (speakers, workshops, etc.). Will be responsible for coordinating all logistical aspects of the event, including booking hotels, airfare, and seminar rooms, A/V aspects, ordering meals and handling dinner reservations, arranging ground transportation when needed, and arranging payments to speakers, etc.
• Track and monitor expenses for events budget.
• Organize and schedule internal meetings.
• Maintain list of tasks to be completed by ADR and research office with deadlines.
• Send out emails and/or surveys to faculty to obtain information or to request action on items.
• Gather information for faculty news announcements from the team and submit.
• Set up zoom sessions or meetings that require outside participation and/or for research events.
• Schedule and maintain Associate Dean's calendar.
• Arrange the Associate Dean's travel plans, travel authorizations and itineraries, and process travel reimbursement.
• Compile information to assist with reports, nominations, and requests.
• Maintain several spreadsheets used to track various items (postdocs, internal awards, IDC exceptions, etc.).

Assist with Pre-Award Activities 25%

• Assist faculty members and researchers in preparing for sponsored-project submissions by compiling grant proposal content from multiple contributors, compiling budget information, completing Proposal Approval Forms (PAF) information, formatting documents and biosketches, and coordinating required approvals authorizations.
• Request compliance documents from faculty and researchers (PEERRS, M-Inform disclosures, Other Support, etc.)
• Assist in locating data frequently required by sponsors for proposals.
• Review basic sponsor guidelines and interpret solicitation requirements.

Assist with Post-Award Activities 15%

• Maintain faculty Other Support documents.
• May assist with supporting documentation for journal entries, vouchers, etc.
• Assist with sponsor progress reports (RPPRs).
• Assist with summarizing research expenditure data on a quarterly basis.
• May set-up subcontracts in eResearch system and allocate dollars to internal subawards.
• Respond to inquiries from researchers, faculty, and staff regarding administrative procedures and policies.

Other responsibilities as assigned.
The above statements are intended to describe the general nature and level of work to be performed and are not an exhaustive list of all associated responsibilities.

Required Qualifications*

• Bachelor's degree, or an Associate's degree combined with at least 3 years of administrative assistant experience.
• Excellent organizational skills with demonstrated examples of prioritizing multiple tasks and meeting deadlines in a fast-paced environment.
• Exceptional attention to detail and accuracy.
• Excellent communication skills, both written and verbal, with the ability to effectively collaborate with diverse stakeholders.
• Problem solving and critical thinking skills.
• Demonstrated high quality customer service focus.
• Commitment to diversity, equity, and inclusion.
• Proven success with contributing to a positive workplace culture, and ability to consistently demonstrate our school's Core Values .
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), Survey Monkey or similar program.

Desired Qualifications*

• Familiarity with research administration software, financial systems, and /or an understanding of the broader research environment

Modes of Work

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 .

Additional Information

The general salary range for this position is $48,000 - $52,000, with eligibility to participate in the school's 2025 merit program. An offer may be extended outside of this range based on equity, experience, knowledge, and skills for the position. You are encouraged to discuss salary questions to honor understanding and transparency throughout the recruiting process. Benefits are included with this position.

This is an onsite position with the potential for a hybrid/remote option up to 2 days/week. Flexible work agreements are reviewed annually and are subject to change dependent on the business needs of the hiring department, throughout the course of employment. The work requirements allow both onsite and offsite work and an employee has an expected recurring onsite presence. On occasion, the employee may be required and must be available to work onsite more frequently if necessitated by unit leadership or their designee and/or the job requirements.

Background Screening

The University of Michigan conducts background checks on all job candidates upon acceptance of a contingent offer and may use a third-party administrator to conduct background checks. Background checks are performed in compliance with the Fair Credit Reporting Act.

Application Deadline

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.

We appreciate your interest in joining our team and look forward to reviewing your application.

U-M EEO/AA Statement

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

Job Detail

Job Opening ID

253493

Working Title

Research Administration Assistant

Job Title

Research Administration Asst

Work Location

Ann Arbor Campus

Ann Arbor, MI

Modes of Work

Hybrid

Full/Part Time

Full-Time

Regular/Temporary

Regular

FLSA Status

Nonexempt

Organizational Group

School Kinesiology

Department

School of Kinesiology

Posting Begin/End Date

8/22/2024 - 9/05/2024

Salary

$48,000.00 - $52,000.00

Career Interest

Administration
Research