Administrative Specialist Associate, Health - Career Development and Events Planner
University of Michigan - Ann Arbor
Location: Ann Arbor, Michigan
Internal Number: 228032
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.
The primary mission of the University of Michigan Medical School Office of Research is to foster an environment of innovation and efficiency that serves the Medical School research community and supports biomedical science from insight to impact. To that end, our team is constantly striving to enhance the research enterprise, including maintaining an investigator-focused infrastructure, facilitating and diversifying investigators' avenues for funding, and streamlining research processes.
The UMMS Office of Research has numerous reporting units and programs such as the Michigan Institute for Clinical & Health Research (MICHR), the Clinical Research Calendar Review & Analysis Office (CRAO), the Biomedical Research Core Facilities (BRCF), the Institutional Review Board (IRBMED), the Grant Services & Analysis Office, and the Medical Scientist Training Program (MSTP). Together, these teams provide the necessary support to position our researchers for success.
MSTP is firmly committed to advancing inclusion, diversity, equity, accessibility, and belonging, which are core to the culture and values of the Medical School Office of Research. Our community supports recruiting and cultivating a diverse workforce as a reflection of our commitment to serve the diverse people of Michigan and the world. We strive to create a work culture where each team member feels respected, valued, and safe.
The Medical Scientist Training Program (MSTP) provides administrative and student services support to approximately 100 students who earn a combined MD/PhD degree in 8 years. This program attracts students who are interested in a career as a physician scientist with a primary focus on performing medically related research.
The MSTP seeks an experienced applicant to help develop strategic programs for recruiting and supporting current and prospective physician scientists as well as partner with other units such as Graduate Medical Education, Office of Graduate and Postdoctoral Studies, Rackham School of Graduate Studies, and the Medical School, to develop and execute career development opportunities. The successful candidate will be part of a high functioning unit who will work directly with the MSTP Director, Assistant Director, faculty, and staff to strategize, manage, plan, coordinate, and administer program events and initiatives in support of learners.
Work under general supervision to manage projects and complete tasks that are varied, where challenges are complex and problem-solving approach is less prescribed.
Apply independent judgment and assist in program planning and development.
Analyze, compare, and evaluate various courses of action and take initiative to make independent decisions on matters of significance within the scope of responsibility.
40% Event Planning and Coordination, Community Building
Meet event objectives by collaborating with students/staff to plan, coordinate, and finalize logistics, audio-visual needs, room reservations, catering needs, parking, transportation and other vendor services.
Communicate event details to students, faculty, staff, throughout the event planning process. Follow-up on action items.
Track participation in events for future program planning
Work collaboratively with other units to determine event dates to minimize overlap of events
Stay within established budgeted expenses for all events
Collaborate, plan and execute student gatherings, events that focus on alumni, wellbeing, career development, diversity, equity and inclusion, mentoring, vertical integration
Collaborate with learners, faculty and staff to create new initiatives that connect learners with Graduate Medical Education (GME) to increase awareness of career opportunities for students with a passion for research.
30% General Program Support
Manage correspondence and communication (verbal, written, and e-mail) using independent judgment, and requiring a high degree of confidentiality, discretion, and professionalism.
Grant Support: Help gather data and prepare tables for annual grant submission.
Perform a variety of professional and administrative duties in support of the day to day operations of the program.
20% Tracking and Maintenance of Program Resources and Information
Database management using Filemaker WebDirect
Implement quality improvement measures. Document processes and procedures.
10% Other responsibilities and/or projects as assigned by supervisor
At least two years of relevant experience in higher education administration.
Demonstrate discretion in overseeing confidential student information, and diplomacy in resolving challenges.
Proficiency in typical business software such as Outlook, Word, Excel, and Power Point, Adobe, and Google sheets.
Attention to detail and high degree of accuracy.
Excellent interpersonal skills, including a positive, responsive, service-oriented attitude.
Excellent oral and written communication skills, including the ability to effectively communicate with diverse groups of students, faculty and staff.
Ability to work independently and as part of a high functioning team
Strong organizational and planning skills; able to set priorities, handle multiple assignments, and meet deadlines.
Possess character traits such as being adaptive, resilient, highly proactive, reliable, appropriately discern when to ask for help.
Master’s degree in Science, Education, Administration, or a related field.
Previous experience working with graduate students or student organizations.
Demonstrated interest in Diversity, Equity and Inclusion.
Previous experience with grant management, specifically T32 Training grants.
Diversity and competence are highly valued in our program. Applicants from underrepresented groups in health sciences with demonstrated ability to work effectively with individuals from diverse communities and cultures are strongly encouraged to apply.
This is a hybrid position. During the first 6 months, the new employee is expected to work in person 3 days per week in order to engage with colleagues, students, and learn the job and related systems. Long term, the anticipated expectation is for the employee work a minimum of 2 days per week in person.
Occasional support and participation in student events that take place outside of the normal business day (during evenings and weekends) will be required.
Michigan Medicine conducts background screening and pre-employment drug testing on job candidates upon acceptance of a contingent job offer and may use a third party administrator to conduct background screenings. Background screenings are performed in compliance with the Fair Credit Report Act. Pre-employment drug testing applies to all selected candidates, including new or additional faculty and staff appointments, as well as transfers from other U-M campuses.
Michigan Medicine improves the health of patients, populations and communities through excellence in education, patient care, community service, research and technology development, and through leadership activities in Michigan, nationally and internationally. Our mission is guided by our Strategic Principles and has three critical components; patient care, education and research that together enhance our contribution to society.
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.
U-M COVID-19 Vaccination Policy
COVID-19 vaccinations, including one booster when eligible, are required for all University of Michigan students, faculty and staff across all campuses, including Michigan Medicine. This includes those working remotely and temporary workers. More information on this new policy is available on the U-M Health Response website or the UM-Dearborn and UM-Flint websites.
A great university is made so by its faculty and staff, and Michigan is recognized as one of the best universities to work for in the country. The Michigan culture is known for engaging faculty and staff in all facets of the university to create a workplace that is vibrant and stimulating.For two consecutive years, the Chronicle of Higher Education has placed U-M in its "Great Colleges to Work For" survey. In particular, the university earns high marks for strong relations between faculty and administrators, a collaborative system of governance, strong pay and benefits, and a healthy work/life balance.