"Admin/Project Coordinator"

Monitoring the Future (MTF) is a large, national survey of American youth and one of the largest ongoing studies housed within the Survey Research Center (SRC) at the Institute for Social Research (ISR). We are seeking a highly organized and proactive individual to join our collaborative, team-oriented environment as an Administration and Project Coordinator. In this role, you will play a key role in coordinating the study's school district recruitment efforts, supporting the management and documentation of the school sampling frame, overseeing procurement of materials for the data collection team, and managing incentive payments to participating schools and survey respondents. The ideal candidate will be a strong communicator, a reliable team player, and someone who thrives in a detail-focused environment. Experience in project management, school or district engagement, research operations, or procurement is highly desirable.

School District Coordination (45%)

• Lead the preparation and submission of more than fifty school district research proposals and research applications annually
• Navigate complex and varied district research portals and requirements
• Maintain clear documentation of specific submission protocols for each district
• Monitor and track the status of applications to ensure timely and complete submissions
• Communicate critical deadlines and status updates to the project team during weekly meetings
• Support the school district recruiter by developing and updating district-related documents, materials, and mailings

Sample Documentation and Management (30%)

• Support the creation of the MTF data collection database frame every four years
• Conduct validation checks and error detection on school sampling units to ensure integrity and accuracy
• Implement resolution procedures and update documentation when sampling errors are detected
• Maintain detailed records of sampling frame creation, design, quality control steps, and any deviations from procedures
• Generate clear, concise reports as needed at the request of the database or project manager
• Provide guidance to the project team on sampling history and procedures, and communicate sampling plans across project units

Procurement Management (15%)

• Oversee procurement processes for a wide range of supplies needed by the data collection team
• Develop procurement schedules based on the study's data collection timeline
• Serve as a liaison with internal U-M procurement systems and external vendors to ensure timely and accurate delivery
• Maintain and organize comprehensive records of all invoices, receipts, and purchasing activity
• Refine procurement procedures to improve efficiency and accuracy across study cycles

Incentive Payment Management (10%)

• Ensure timely processing, distribution, and tracking of payments
• Conduct monthly reconciliations and maintain accurate incentive records
• Process late payments and manage voids, reissues, and other adjustments as needed

Required Qualifications

• Bachelor's Degree and two years of related experience or equivalent
• Experience managing multiple projects, including building schedules, assigning tasks, and tracking deliverables
• Experience preparing written progress reports, meeting notes, and leading weekly meetings
• Proficiency working in Google Workspace (Docs, Sheets, Drive, Calendar) with ability to perform spreadsheet-based data tracking and reporting
• Familiarity with Microsoft Access or other database systems
• Experience working in research, particularly in large-scale social science studies or school-based research environments
• Knowledge of U-M procurement systems or equivalent large-institution purchasing platforms
• Experience in vendor management, including contract review, bid comparison, and performance monitoring
• Demonstrated skill in deadline tracking using project management tools (e.g., Smartsheet, Asana, Trello, or equivalent)
• Familiarity with incentive payment processing systems and reconciliation procedures
• Experience writing research applications or working with school district administrators
• Strong analytical skills and the ability to interpret and synthesize school district policies and guidelines

The Institute for Social Research (ISR) at the University of Michigan seeks to create a community of respect and authentic collaboration by recruiting and retaining individuals that represent a variety of voices as a reflection of our commitment to serve the people of Michigan, to maintain the excellence of the university, and to ground our research in varied disciplines, perspectives, and ways of knowing and learning.

Why Work with Us at the University of Michigan?

In addition to a career filled with purpose and opportunity, the University of Michigan offers a comprehensive benefits package to help you stay well, protect yourself and any eligible family members and plan for a secure future. Benefits include: Generous time off; A retirement plan that provides two-for-one matching contributions with immediate vesting upon meeting eligibility requirements; Many choices for comprehensive health insurance; Life insurance; Long-term disability coverage; Flexible spending accounts for healthcare and dependent care expenses.