Administrative Specialist

Mission StatementMichigan 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.Who We AreBy supporting rigorous science and its integration with patient-centered clinical care, the Caswell Diabetes Institute (CDI) leads the way to prevent, treat, and cure diabetes, its complications and related metabolic diseases. Established in , the CDI envisions a future free from the burden of diabetes and its complications, where groundbreaking research seamlessly translates into innovative, patient centered care that transforms lives worldwide. By supporting rigorous science and its integration with patient-centered clinical care, the Caswell Diabetes Institute (CDI) leads the way to prevent, treat, and cure diabetes, its complications and related metabolic diseases. Established in , the CDI envisions a future free from the burden of diabetes and its complications, where groundbreaking research seamlessly translates into innovative, patient centered care that transforms lives worldwide.Responsibilities*Enrichment Programming and Events Plan, coordinate, and execute a comprehensive schedule of in-person and virtual events, programs, and activities.Manage multiple projects at various development stages while tracking and maintaining individual event budgets.Oversee all logistics, including travel arrangements, conference room setup/teardown, catering, A/V support, management of both in-person and virtual meetings, and follow-up.Streamline event planning processes by evaluating, developing, and implementing best practices for greater efficiency and impact.Develop and track key performance indicators to assess programming, analyze results, and prepare project reports.Process expense reports, reimbursements, and procurements using Emburse Enterprise and M-Pathways, ensuring compliance with university policies.Reconcile P-card statements and coordinate honorariums, and other financial processes.Arrange faculty, guest speaker, and recruitment visits, managing travel, itineraries, and onsite logistics.Member EngagementAssess current faculty and make recommendations regarding new opportunities and synergies for collaboration and match to funding opportunities. Develop and maintain the CDI databases, including databases for grant opportunities and honorifics for faculty and trainees. Create and maintain comprehensive, accurate profiles for new faculty members on the CDI website. Regularly update CDI member webpages with news, research highlights, and relevant resources.Review, refine, and update existing CDI faculty processes and benefits of institute membership and align with overall institute goals. Serve as a primary point of contact for member questions and support requests, ensuring timely and helpful responses. Provide general administrative support to facilitate seamless engagement.Facilitate member communication: Send personalized notifications to members featured in newsletters and track awareness and engagement. Collaborate with the communications team to provide newsletter and message content and maintain targeted dissemination lists.Administrative Support Coordinate individual and complex meetings, including scheduling, creating agendas, preparing materials and taking meeting minutes. Develop content for Managing Director?s presentations, newsletters, web, or other communications outlets including for philanthropy. Utilize tools to measure institute performance using quantitative metrics (e.g., grant proposals, paper submissions, publications, and research funding). Staff and support CDI Advisory Boards and Committees, as needed.Initiate, draft, edit, and finalize a variety of documents, including agendas, meeting minutes, protocols, presentations, slides, complex tables, policies, processes, reports, guidelines, or other materials for meetings.Serve as backup support to other administrative staff as needed.Required Qualifications*Bachelor's degree, or comparable years of experience. Set and act on priorities as specified by the Events/Enrichment Manager. Maintains a positive attitude and is collaborative, collegial, and creative. Ability to successfully complete multiple tasks within established and changing deadlines.Experience in developing, documenting, and tracking program performance metrics, and outstanding analytic and problem-solving skills. Proven database development and maintenance experience. Excellent listening, written, and verbal communications skills. Ability to work effectively with all levels of faculty, management, and staff. Strong time management, organizational, leadership, and teamwork skills. Commitment to exemplary service, problem solving, and teamwork in an academic research setting. Self-directed with the ability to act independently. Demonstrated knowledge and use of relevant technology (e.g. Google Forms, Sheets, Docs, and Drive), office automation (e.g. Word, Excel, PowerPoint, Outlook, etc.), scientific research databases (e.g., PubMed, NIH Reporter, etc.) and artificial intelligence tools (e.g., ChatGPT). Modes of WorkPositions 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