Administrative Coordinator/Project Coordinator

Job Title

Research Lab Project Coordinator

Job Description

The CASCADE Lab is dedicated to preventing cancer and improving the lives of cancer survivors locally and globally. The Lab is home to MI-CARES (cancer & the environment study), SOCIAL (ovarian cancer cohort study), YO MI-CARES (young onset cancer & the environment study), and ARROWS (ovarian cancer prevention). The Research Lab is looking for a part-time (50% effort) project coordinator to join our core team to help achieve our goal of preventing cancer and improving cancer survivorship. This is a term-limited appointment that will end one year from appointment start date, with the potential for an extension depending on performance and available funding.

Responsibilities

• Calendar and Email Management: Provide calendar and time management support to leadership you are assigned to. Prioritize and respond to calendar requests and plan accordingly. As requested, for leadership, schedule meetings, manage calendar invitations, find and reserve meeting rooms, prepare meeting rooms, and arrange for equipment and other meeting needs as necessary. Act as liaison in zoom and other virtual platforms. Respond to administrative emails.

• Event Coordination: Plan and coordinate events, including leadership and staff activities, working with venues within and outside the University to reserve space, catering, audio-visual, and other needs.

• Travel Arrangements: Coordinate the development of itinerary flight schedule and reservations, ground transportation, hotel accommodations, conference registrations and other applicable arrangements and completion of travel expense reports.

• Meeting and Seminar Support: Help facilitate meetings/seminars, prepare/distribute agendas, minutes, track action and pending items and coordinate follow-up activities. Prep room in advance of meetings/seminars if needed, obtain and place refreshments in the room, and arrange Zoom meetings.

• Purchasing: Order and track supplies, prepare requisitions, purchase orders, non-PO vouchers as needed using the M-Pathways Procurement systems; Maintain accurate and complete documentation of financial transactions for review by Center manager and Epid dept. Submit reimbursement requests.

• Proposal and Manuscript Assistance: Assist with compiling documents for funding proposals, including updating NIH biosketches/other support documents as well as obtaining the same updated documents for other investigators on proposals; Assist with maintaining and updating faculty curriculum vitae, other support and biosketches. Submit and track manuscripts, prepare manuscript title pages and references.

• Study Organization: Triage study emails including responding to or forwarding messages as appropriate. Process participant incentives. Mail documents to study participants or potential study participants. Organize presentations. Organize webinars and newsletters including sending out announcements. Put together biospecimen kits and other mailings. Approve timesheets for research team on behalf of PIs.

• Teaching assistance: Photocopying, organizing canvas course sites, communicating with students, scheduling guest lectures.

• Other related tasks as needed at the discretion of the Principal Investigators.

Required Qualifications

• Bachelor's degree and one year of secretarial and/or administrative experience, or equivalent combination of experience and education.

• Proven ability to prioritize, have exceptional organizational skills, meet deadlines and produce detailed and accurate work.

• Demonstrated ability to work successfully within a team and also independently and exercise good judgment.

• Excellent computer skills (especially in MS Word, Power Point, Excel, Google and calendaring platforms)

• Excellent oral and written communication skills, and proofreading skills

Desired Qualifications

Three years of secretarial and/or administrative experience.

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.

This position requires fully on-site work. There is potential for up to one remote work day after the initial training period.

Additional Information

Michigan Public Health is seeking a dynamic staff member with a commitment to contributing to a welcoming environment for all members of our community.

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 any time after the minimum posting period has ended.

U-M EEO Statement

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.