Administrative Assistant Sr

Administrative Support

The Life Sciences Institute (LSI) at the University of Michigan (U-M) seeks an individual to provide high-level, confidential administrative support to faculty. As part of a collaborative team, you will report to the Assistant to the LSI Managing Director. We value excellent organizational and communication skills, and experience engaging with people at all levels (students, postdocs, technical staff, faculty) in the daily life of research labs.

Responsibilities*

Calendar Support

• Manage complex faculty and lab calendars: respond to schedule changes, screen meeting requests, set priorities, provide meeting information, and take notes.
• Follow up on meeting decisions and assignments, ensuring timely completion.

Communications

• Draft/proofread messages, recommendation letters, nominations, grants, and manuscripts.
• Help LSI Research Administration with research grant applications and progress reports.
• Follow up with team members and collaborators by email, chat, and in-person.
• Maintain faculty documents (CV, biosketch, bibliography) and update lab websites.
• Handle phone inquiries, mail, and maintain electronic filing systems.

Travel and Expense

• Arrange and manage all travel aspects for faculty, lab members, and guests, including visas, transportation, lodging, and itineraries.
• Handle memberships, journal subscriptions, licenses, and conference logistics.
• Track and reconcile expenses; prepare and submit travel/hosting/reimbursement reports.

Lab Support

• Support purchasing approvals, thesis meetings/defense, and publication submissions.
• Manage lab recruitment visits and onboarding for new members.
• Help with timekeeping and maintain lab documents.

Event Support

• Host guests and speakers, arrange travel planning, and coordinate seminars and meetings.
• Coordinate and support a variety of events from small meetings to large-scale events including lab retreats, workshops and celebrations.

Other

• Communicate with campus units and collaborators.
• Resolve issues, organize lab activities, and help ensure compliance with LSI and U-M requirements.
• Provide back-up administrative support and participate in team meetings.
• Show proficiency with office applications and new tools.
• Demonstrate integrity, trust, accountability, collaboration, innovation, and responsiveness.

Required Qualifications*

• High school diploma, or equivalent combination of education and experience.
• Four years of progressively responsible administrative experience.
• Ability to escort guests across campus.
• Ability to attend, set up, and transport items to events/meetings.
• With or without accommodation, ability to push/pull 50+ pounds on a portable cart.

Desired Qualifications*

• Bachelor's degree or equivalent combination of education and experience.
• Experience in higher education or assisting research faculty.
• Knowledge of Concur, NIH eRA Commons, and MY NCBI.
• Familiarity with University policies, especially travel and reimbursement.
• Understanding of sponsored funding, budgeting, and proposal preparation.

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 LSI administrative staff benefit from a hybrid workplace. Per current LSI policy, you will be on-site at the LSI three (3) days per week, with remote work permitted two (2) days per week. This hybrid work allowance is based on program and business needs and may be modified by LSI policy with advance notice.

Benefits at the University of Michigan

In addition to a career filled with purpose and opportunity, the University of Michigan offers a comprehensive benefits package to help you stay well, protect yourself and your family and plan for a secure future. Benefits include:

• A retirement plan that provides two-for-one matching contributions
• Many choices for comprehensive health insurance
• Dental and Vision Insurance
• Life insurance
• Long-term disability coverage
• Flexible spending accounts for healthcare and dependent care expenses
• Maternity and Parental Leave

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 any time after the minimum posting period has ended.

U-M EEO Statement

The University of Michigan is an equal employment opportunity employer.