Administrative Business Partner

The University of Michigan is seeking a highly qualified candidate for a multi-faceted position that includes providing a superbly professional level of support to the Director of the Michigan Kidney Translational Medicine Center (MiKTMC). This position will serve as the glue for the MiKTMC team and will provide exceptional on-the-ground support. The candidate must convey a professional, have the ability to multi-task, be detail oriented, work with limited supervision, demonstrate clear communication and exercise independent judgment and initiative in interpreting policies and handling daily office responsibilities. Experience with international travel arrangements, travel visas with various State departments, and travel visas with various international embassies.
Expectations of Specialist-Level Support for Dr. PI 
Performs advanced, diversified and confidential administrative duties requiring broad and comprehensive professional experience, skill and knowledge of organizational policies and practices. Knowledge of both private and public-sector environments is a plus.  Prepares correspondence, memoranda, reports, etc. Initiates routine and some non-routine correspondence and memoranda. Screens telephone calls and visitors, and resolves routine and complex inquiries on scheduling meetings, teleconferences, videoconferences and other.  Prepares and distributes action items of meetings as requested.  Intense motivation to learn the overall business operation and research goals of MiKTMC (in order to facilitate prioritization of meeting requests/appointment scheduling, etc.). This includes frequent outreach to team members to gain overall understanding of major partners and collaborators within the University, at other academic institutions and at our private-sector sponsor organizations. Well-developed knowledge and ability to manage complex, international travel arrangements for the Director and occasionally some of the accompanying faculty. Ability to modify these arrangements sometimes with very little notice.  Exquisite attention to detail for meeting times, transport (air, train, airport shuttle, etc.) arrangements, hotel reservations, travel dates, visa requirements, conference registrations, itinerary development and agenda maintenance, etc.  Willingness to be available to assist when the Director is traveling.  Exhibit exceptional problem-solving skills in this area under occasional time-pressure.  To the extent possible, anticipate calendar needs (travel time between meetings, etc.)  Coordinate travel arrangements for visitors including transport, hotel, hosting. Manage scheduling and itinerary development for visitors to the Lab.  Effective management of University of Michigan reporting and administrative obligations for the Directors (Conflict of Interest Reporting, Sunshine Act monitoring, CONCUR Expense Reconciliation).  Knowledge of Scientific Research Publications. Ability to link digital references to publications and grant proposals, etc. Ability to manage Other Support documents (in cooperation with the Grants Coordinator).  Other items as assigned. Human Resources Responsibilities:
Direct responsibility (in cooperation with the Operations Manager) for staff management activities, including but not limited to: designing job descriptions, posting positions, screening resumes and candidates, policy adherence, etc.  Operational responsibilities for evaluating gaps in administrative team operational flow and implement strategies and structures for improvement.  Employee relations responsibilities: manage sensitive handling of complaints, addressing problems promptly, when possible, constructively and effectively.  Timecard approvals, coordination of international visitors, students, scholars, and faculty. Work with the International Center on visas and sometimes living arrangements for international guests.  Responsible for creating onboarding and offboarding processes and making sure they are executed. Financial and Space Management Responsibilities: 
Oversee purchases and funding for day-to-day center operations such as equipment and services, ensuring purchases are charged to the correct accounts and short codes. Ensure consistent communication and meetings between funded investigators and accounting.  Oversee operational purchasing costs, business case generation, and justification efforts, fielding major purchases for research operations (biobanking, sequencing, equipment, etc.) Recommend personnel, equipment and physical-space modification strategy based on analysis of ability to remain solvent. Coordinate space modification efforts. Project Management:  Event management: Fully responsible for planning, coordinating, and financials for arrangements for weekly center seminars, offsites, private industry functions, offsites, celebrations, and visiting professors.  Initiate employee appreciation and recognition events and gifts.  Develop Internal team communications example, on-boarding program and team newsletter, etc.  Other duties as assigned. Associates degree, or an equivalent combination of education and experience.  Minimum of 5 years of progressively responsible office experience.  Demonstrated skill in handling highly confidential and sensitive information.  Strong decision-making skills (thinking through presented scenarios), organizational skills, work and time management skills.  Superior verbal, written, and electronic communication skills with keen attention to detail and accuracy.  Ability to anticipate and initiate action, multi-task and manage complex workloads in a fast-paced environment.  Exceptional interpersonal skills and team player attitude.  Ability to interact professionally across diverse groups within the Lab, the University and with corporate and industry sponsors.  Willingness to accept constructive suggestions and a well-developed sense of accountability. The ability to appropriately represent MiKTMC within the University and in a national and international setting, including presenting a pleasant public-facing demeanor to visitors and to all team members.  Creative, thorough thinking in the occasional absence of complete instructions and persistent pursuit of clarification if expectations are not clear.  Effective time-management to prioritize and complete tasks.  Proficient computer skills are required, must be well versed in Microsoft Word, Excel, PowerPoint, Outlook, etc.  Ability to handle multiple, concurrent tasks and establish priorities.  Excellent organization, multi-tasking skills and an ability to work independently and to exercise sound judgment in setting priorities.  Demonstrated ability to compose and produce professional correspondence (previous experience composing and producing professional correspondence is required).  Excellent attendance record.  Demonstrated success working as part of a team and independently.  Knowledge of University of Michigan systems, policies, and processes (CONCUR, M-Inform,  PeoplePay, M-Pathways, Purchasing, etc.). Bachelor's degree or equivalent combination of education and experience  Minimum of 2 years of supporting three or more high-level faculty or directors. 8-10 years of increasing responsibility and scope in administrative support experience, including complex international travel and calendaring is preferred.  Some knowledge of medical terminology is desired.  Monday to Friday, 8:00 AM - 5:00 PM, In-person
Occasional early or late hours, as requested, to support onsite meetings, offsite conferences, and meetings.
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.
About University of Michigan - Ann Arbor
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.
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