Administrative Project 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.

Department Summary

The Epidemiology and Infection Prevention (EIP) department works in partnership within and beyond the University of Michigan campus community to promote, improve, and protect health and wellness by providing epidemiologic support to campus leaders for the purpose of making data informed decisions.

Position Summary

The EIP is seeking an administrative project coordinator to support the Senior Manager of Public Health, Epidemiology and Infection Prevention, as well as the EIP team. This role is for an experienced and dynamic staff member with a commitment to contributing to a diverse, equitable and inclusive environment for all members of our community. You will provide administrative support and public health project coordination related to public health response and research activities.
 

Administrative Support- 50% 

• Manage and coordinate calendars, meetings and correspondence for the Senior Manager and the EIP team
• Manage logistics and support materials for meetings and projects, including taking and managing meeting minutes, distributing presentation materials, follow-up on action items, etc. 
• Support the EIP team with hiring the process, onboarding, training, and coordinating temporary and permanent staff 
• Monitor and review timesheets for temporary staff
• Manage travel arrangements through university approved travel systems and reconcile travel-related expense reports
• Support the team with budgetary documentation for multiple budgetary accounts including: assign account numbers to expenditures (including to sub accounts), review unit accounts, and seek adjustments to irregularities.
• Prepare and submit documentation for expense reports and reconciliation 
• Order supplies and contribute to hosting and event planning

Public Health and Research Activities - 40%

• Collaborate with Senior Manager, research staff and partners on project planning, coordination, and execution
• Support the EIP team with preparing UM institutional review board (IRB) applications and amendments
• Coordinate and maintain project documentation
• Assist with the preparation of literature reviews, research protocols, progress reports, data reports, grant applications, presentations and publications
• Ensure timely and accurate communication with collaborators and team members
• Identify and implement new methods to make EIP more efficient, organized and coordinated using technology and other solutions
• Assist with the creation of workflow and data flow diagrams for various projects
• Monitor project timelines, budgets and deliverables to ensure project objectives are met
• Maintain confidentiality and adhere to ethical conduct in research activities
• Coordinate and organize logistics for campus vaccination clinics and other public health activities

Other duties as assigned - 10%

• High school education or GED
• Four years experience in administrative support and/or project coordination environment
• Computer Proficiency, including tools such as Microsoft Office Zoom, Google suite, etc.
• Experience with project coordination (public health preferred), calendar management, and taking meeting minutes 
• Knowledge of regulatory requirements and ethical standards in research

Working Conditions:

In person, 40 hours/week (generally be Monday-Friday, 8am-5pm). Flexible work hours (including evenings and weekends) may be required to accommodate project needs.

Physical Requirements:

Periods of long static position at a computer. Ability to move and transport items that might weigh up to 10 pounds. Occasionally may be asked to go to other UM campus buildings.

Selected candidates whose start date is after 4/1/2024 or before 8/31/2024 will not be eligible for the university FY 24-25 salary/merit plan unless otherwise notified.

This role may have reporting obligations under Title IX and Clery.

Authorization to work in the U.S. is a precondition of employment and applicants for this position will not be sponsored for work visas.  

$42,750 - $51,300 - Salary may vary depending on qualifications, experience, and education of selected candidate.

Relocation will not be offered for this position.

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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.