"Admin Specialist Assoc Health"

The Michigan Center for Translational Pathology (MCTP), situated within the Rogel Cancer Center at Michigan Medicine, is seeking a proactive and highly organized Administrative Specialist Associate Healthcare. This role is integral to the seamless operation of our research and clinical programs, providing multifaceted administrative support to faculty, staff, and students. Key responsibilities encompass maintaining comprehensive personnel records, facilitating onboarding/offboarding processes, coordinating a variety of events and meetings, managing conference room schedules, overseeing reimbursement procedures, and promoting staff wellness initiatives. The ideal candidate will demonstrate exceptional organizational skills, attention to detail, and the ability to work collaboratively in a dynamic work environment.

Recruitment, Personnel, and Record Keeping Support:

• Provide support for MCTP recruitment, personnel updates, and record keeping support initiatives working closely with Center Director and Lab Manager. Coordinate recruitment logistics by supporting the development of job postings, scheduling interviews, and managing communication with candidates in collaboration with faculty and HR partners.
• Lead onboarding and orientation for new team members by collaborating with faculty, HR, and training leads, developing orientation schedules, and tracking completion of documentation and training to ensure a smooth and compliant transition.
• Support immigration-related documentation and processes by working with Pathology HR and the International Office to facilitate the hiring and onboarding of international team members. Lead the offboarding process for staff, students, and volunteers, including scheduling transition meetings, facilitating the return of equipment, terminating system access, and updating records to ensure a smooth and compliant departure.
• Maintain accurate and up-to-date personnel records, actively tracking contact information, work schedules, timesheets, and student work-study hours, as well as performance documentation, to ensure data integrity and compliance with institutional requirements.

Administrative Office Support:

• Serve as a point of contact for onsite support tasks such as printing, scanning, directing individuals to the appropriate person, setting up meetings, and troubleshooting minor administrative or technical issues to ensure smooth daily operations.
• Submit maintenance and facility service requests, follow up to ensure timely resolution, and communicate updates to affected faculty, staff, and students as needed. Monitor and manage office and breakroom supplies, anticipating needs and coordinating timely replenishment to maintain a well-equipped and efficient work environment.
• Oversee scheduling and maintenance of 5th floor Rogel Cancer Center conference room calendars in Microsoft Outlook. Coordinate bookings to avoid conflicts and ensure optimal room usage for meetings and events.
• Coordinate scheduling for MCTP's various meetings, including lab-wide discussions, research team meetings, and collaborative sessions. Support junior faculty in organizing research meetings and group discussions, coordinating scheduling, and logistics to ensure smooth execution and avoid scheduling conflicts. Ensure timely communication of meeting details and agenda materials to participants.
• Provide guidance and administrative support to faculty, staff, and students for preparing and submitting reimbursement requests in the University’s expense system (Emburse), ensuring accuracy, compliance with university policies, and timely processing through coordination with administrative and finance offices.

Event Planning and Center Activity Management:

• Collaborate with the team to plan and coordinate a range of events, including seminars, celebrations, and networking activities, ensuring smooth execution and strong participation. Coordinate and oversee event logistics, including venue booking, catering arrangements, audiovisual setup, travel coordination for guest speakers, and preparation of event materials. In collaboration with faculty, staff, and external partners to ensure smooth and professional event delivery.
• Design, maintain, and regularly update the MCTP Well-being Activity Board with timely content, initiatives, and interactive features to promote staff wellness and foster community engagement.

Required Qualifications:

• Bachelor's degree with a minimum of 1-2 years of administrative support experience in an academic setting or equivalent.
• Proficiency in Microsoft Office Suite and familiarity with university administrative systems.
• Excellent organizational skills and attention to detail.
• Strong interpersonal and communication skills, both written and verbal.
• Ability to work independently and as part of a team in a fast-paced environment.

Desired Qualifications:

• Experience with University of Michigan's administrative processes and systems.
• Experience in event planning and coordination within an academic or research setting.
• Experience with University of Michigan’s hiring and recruitment policies.