Job Description

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.

Summary

The mission of the University of Michigan Office of the Vice President for Research (OVPR) is to catalyze, support, and safeguard U-M research. To that end, our team is constantly striving to foster new research, build partnerships, and provide support to our researchers in order to realize our vision of research that serves the world.

OVPR oversees numerous units conducting research as well as units focused on providing services and support to U-M researchers. OVPR is seeking an accomplished administrator to join our Business Operations team to assist with the implementation of best practices and procedures across OVPR and to provide high-quality administrative support in areas such as finance, human resources, information technology, and research administration.

This position will receive direction from the Associate Director of Finance, the Associate Director for Human Resources, the Associate Director for Information Technology Administration, and the Associate Director for Research Administration.

Responsibilities*

Human Resources (40%)

• Initiate HR transactions for OVPR and reporting units including PARs. Ensure HR data in M-Pathways is current and accurate.
• Initiate and manage eRecruit transactions for positions filled by regular and temporary staff, research fellows, GSRAs, and research faculty. Coordinate delivery of applications to the hiring team.
• Assist with hiring processes.
• Manage unit sponsorships for uniqnames and accounts for incoming postdocs, research faculty and others in the MCommunity Sponsorship System.
• Facilitate the employee onboarding and offboarding processes in smaller OVPR units and communicate needs to unit-based staff.
• Monitor completion of actions required prior to new appointment start dates.
• Assist with timekeeping matters as they arise.

Finance (20%)

• Using a well-designed template, assist with preparing monthly financial statements for a set of OVPR units.
• Run monthly financial management and oversight reports for finance and research administration from M-Pathways, M-Reports, Business Objects, and Tableau.
• Interact with the Shared Service Center to create and monitor accounts receivable.
• Assist with bidding processes, maintain supplier information, create requisitions, and liaise with Procurement services, as needed, to facilitate the accounts payable process.
• Document processes and internal control standards.
• Investigate financial transaction issues and correct them as necessary for the Business Operations team, specifically Research Administration.

Information Technology (20%)

• Assist with OVPR IT projects and projects from central IT (Information Technology Service, ITS).
• Liaison with Neighborhood IT to support OVPR and its units.
• Assist with preparing IT onboarding help to ensure new hires have the hardware, software, and access on their hire date.
• Responsible for auditing network shares, shared Google and Dropbox accounts, and the OVPR all staff list to ensure accuracy.
• Investigate/research options for automating various processes for all of OVPR Business Operations such as inventory tracking and service ticketing.

Other (20%)

• Liaise with SSC and other central units as needed to ensure efficient experiences.
• Develop job aids, assist with policy reviews and the creation of standard operating procedures for new and existing units.
• Manage special projects as they are identified.
• Facilitate office relocations including coordination of movers, conference phones and data line requests, disposition of property, and key requests.
• Prepare annual space survey in conjunction with units and Associate Director for Research Administration.

Required Qualifications*

• Bachelor's degree or equivalent combination of education and experience.
• At least 3 - 5 years of progressively responsible administrative experience in a complex work environment.
• Demonstrated ability to exercise discretion and handle sensitive, confidential information.
• Excellent interpersonal and communication skills, including the ability to effectively communicate with both faculty and staff members.
• Demonstrated strong organizational, critical thinking, and time-management skills, with attention to detail and accuracy.
• Creative problem-solving ability and flexibility are necessary.
• Strong collaborative style and the ability to contribute to a positive work environment that values respect, listening and learning.
• Experience in best practices to foster diversity, equity, and inclusion principles, and in working with diverse groups of people.
• Ability to adapt to changing priorities, multi-task effectively, meet deadlines, and problem-solve to successful resolutions.
• Self-motivated with the ability to work independently with minimal supervision, and as part of a collaborative team.

Desired Qualifications*

• Proficiency with MS Office applications (Word, Excel) and other productivity tools (Google, Adobe).
• Proficiency with the University M-Pathways HR system, Business Objects, Tableau, and MReports.

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.

U-M EEO/AA Statement

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

Job Opening ID

242769

Working Title

OVPR Business Operations Administrator

Job Title

Administrative Specialist

Work Location

Ann Arbor Campus

Ann Arbor, MI

Full/Part Time

Full-Time

Regular/Temporary

Regular

FLSA Status

Exempt

Organizational Group

Umor Off Vp Resrch

Department

UMOR Office of VP for Research

Posting Begin/End Date

12/04/2023 - 12/25/2023

Salary

$65,000.00 - $72,000.00

Career Interest

Administration

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