Administrative Project Coordinator

$42,750 - $51,300/Yr

University Of Michigan - Ann Arbor, MI

Full-time - Entry Level

Remote - Ann Arbor, MI

Educational Services

About the position

The University of Michigan's Epidemiology and Infection Prevention (EIP) department is seeking an Administrative Project Coordinator to provide essential support to the Senior Manager of Public Health, Epidemiology, and Infection Prevention, as well as the broader EIP team. This role is designed for an experienced and dynamic individual who is committed to fostering a diverse, equitable, and inclusive environment within the university community. The coordinator will play a pivotal role in managing administrative tasks and coordinating public health projects that are critical to the department's mission of promoting, improving, and protecting health and wellness on campus. In this position, the Administrative Project Coordinator will be responsible for a variety of administrative support functions, which will account for approximately 50% of the role. This includes managing and coordinating calendars, meetings, and correspondence for the Senior Manager and the EIP team. The coordinator will also handle logistics for meetings and projects, including taking and managing meeting minutes, distributing presentation materials, and following up on action items. Additionally, the coordinator will assist with the hiring process, onboarding, and training of new staff, as well as monitoring timesheets for temporary staff and managing travel arrangements. The remaining 40% of the role will focus on public health and research activities. The coordinator will collaborate with the Senior Manager and research staff on project planning and execution, support the preparation of institutional review board (IRB) applications, and maintain project documentation. They will also assist in preparing literature reviews, research protocols, progress reports, and grant applications, ensuring timely communication with collaborators. The coordinator will be expected to identify and implement new methods to enhance the efficiency and organization of the EIP team, as well as monitor project timelines and budgets to meet objectives. The role may also involve coordinating logistics for campus vaccination clinics and other public health initiatives. This position requires a high school diploma or GED and four years of experience in an administrative support or project coordination environment. Proficiency in computer tools such as Microsoft Office and Google Suite is essential, along with experience in project coordination, calendar management, and meeting minute-taking. Knowledge of regulatory requirements and ethical standards in research is also important. The work environment is primarily in-person, with flexible hours required to accommodate project needs, and candidates should be prepared for periods of long static positions at a computer and the ability to transport items weighing up to 10 pounds.

Responsibilities

• 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, and following up on action items.
• Support the EIP team with hiring processes, 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 assigning account numbers to expenditures and reviewing unit accounts.
• Prepare and submit documentation for expense reports and reconciliation.
• Order supplies and contribute to hosting and event planning.
• Collaborate with the 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.

Requirements

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