Administrative Assistant, Impact Investments

1 week ago

Ann Arbor, United States University Of Michigan (The Regents @ Ann Arbor) Full time

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.

Job Summary

The University of Michigan stands as one of the world's foremost engines for groundbreaking research, driving societal impact and economic growth through transformative innovation. Innovation Partnerships, a key unit within the Office of the Vice President for Research, plays a critical role in translating this research into real-world solutions by supporting commercialization, startup company formation, and growth. Through strategic connections with industry, entrepreneurs, and investors, Innovation Partnerships ensures that UM innovations reach society, addressing critical needs, spurring economic development, and creating lasting, positive societal impact.

As the Administrative Assistant, Impact Investments, you will be responsible for administrative support for and report to the Executive Director of Impact Investments and Strategic Alliances and provide administrative support to the Commercialization Program Manager.

Responsibilities*

Support the Executive Director, Impact Investments and Strategic Alliances with a variety of projects, including (70%):

* Organize campus visits and meetings, event coordination, catering, wayfinding, and parking.
* Schedule meetings, conference rooms, setup Zoom for meetings.
* Prepare agendas for meetings and visits with U-M and business partners; coordinate logistics and greet guests.
* Coordinate travel arrangements and itineraries.
* Reconcile PCards, prepare travel expense reimbursements.
* Maintain calendars and business vehicle permits.
* Maintain shared public calendars and conference room scheduling.
* Share mail triage along with other administrative team members.
* Greet visitors with a positive, helpful attitude and connect them with the appropriate party, on a rotating schedule with other administrative staff.
* Coordinate day-to-day work with other administrative staff.
* Provide backup support for one another as needed.

Support the commercialization program team with grant-related activities, including (30%):

* Provide administrative and logistical support to the commercialization program team.
* Manage commercialization program team events (speakers, workshops, etc.). Will be responsible for coordinating all logistical aspects of the event, including booking hotels, airfare, and seminar rooms, A/V aspects, ordering meals and handling dinner reservations, arranging ground transportation when needed, and arranging payments to speakers, etc.
* Set up zoom sessions or meetings that require outside participation and/or for research events.
* Track and monitor expenses for events budget.
* Organize and schedule internal meetings.
* Maintain a list of tasks to be completed by the commercialization program team with deadlines.
* Compile information to assist with reports and requests.
* Maintain several spreadsheets used to track various items (postdocs, internal awards, IDC exceptions, etc.) in conjunction with the commercialization program research team lead.
* Prepare expenses reports on a routine basis.
* Support pre-award and post-award commercialization program processes.
* Maintain support documents and standard operating procedures.
* Assist with sponsor progress reports for several programs sponsored by external entities.

Required Qualifications*

* Associate's degree (preferably in business/office administration), plus a minimum of 2 years work experience in a corporate/academic/research environment
* Ability to interact effectively with a wide variety of people, including senior executives in industry and high-level administrators
* Strong dedication to customer service and an ability to work within a team-focused framework
* Ability to work as part of a team in a professional and collaborative manner
* Demonstrated organizational skills and attention to detail
* Strong interpersonal and communication skills
* Able to navigate and manage ambiguity successfully
* Must be flexible, proactive and resourceful
* Proficient with computer software (MS Word, Excel, PowerPoint, G Suite)
* Proficient with conferencing software (Zoom)
* Excellent customer service
* Ability to set priorities and flexibility to meet changing priorities
* Ability to act effectively both independently and as a member of a team

Desired Qualifications*

* Bachelor's Degree
* Working knowledge and/or experience using Salesforce
* Knowledge of University policies and procedures
* Knowledge of university systems Chrome River, Procurement, Business Objects, Financial Management System
* Knowledge of and experience with the U-M research enterprise and processes, contracts, grants, U-M sponsored research, eResearch Proposal Management, or a desire and willingness to learn

Work Locations

Units determine the mode of work based on their assessment of the job requirements, operational needs and priorities. Innovation Partnerships has determined that this will be a hybrid position, a role that combines remote and in-office work.

Modes of Work

Positions that are eligible for hybrid or mobile/remote work mode are at the discretion of the hiring department. Work agreements are reviewed annually at a minimum and are subject to change at any time, and for any reason, throughout the course of employment. Learn more about the work modes

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