Admin Specialist Assoc Health - Term Limit

The Overdose Prevention Engagement Network (OPEN) is a diverse team dedicated to improving lives and reducing harms of substance use. By engaging with individuals, communities, and organizations, the team shares education and resources to strengthen person-centered prevention, treatment, and recovery.

We are seeking a dedicated Administrative Specialist to join our operations team. The ideal candidate will provide human resource support; facilitate the hiring, onboarding, offboarding, and timekeeping processes for our staff and research assistants. This candidate will also provide procurement support, track all OPEN equipment, facilitate HITS/ITS service requests, provide support for our Faculty Directors, and assist as a back-up for our other administrative specialists. This role will require excellent communication and organization skills, team collaboration, and the ability to quickly learn and adapt in a fast-paced research environment.

This position is a hybrid position and does require in-office work 2 days per a week. Our office is located at the North Campus Research Complex in Ann Arbor.

Human Resource Support (50%)

• Facilitate the Hiring Process for OPEN staff and research assistants (RAs): pulling resumes, scheduling job interviews, facilitating salary settings, filling out position description forms for RAs and other positions as needed.
• Facilitate and lead the onboarding and offboarding processes for OPEN staff and RAs.
• Manage and update access for OPEN staff using the Group Management Tool, Sharepoint, Google Drive, Slack, building access, and assigning MiChart training as needed.
• Maintain and update annual remote/flexible work agreements for all OPEN Staff.
• Review effort assignments across all OPEN projects and assist with the annual effort certification process.
• Maintain the OPEN Passport Template, Team Roster, Workplace Handbook, and time tracker spreadsheets, updating as needed.
• Track and communicate any HR updates, UM requirements, or upcoming holidays/coordinated days in staff meetings.
• Assist with approving timesheets, tracking time off requests, and assisting with payroll questions as needed.
• Respond to HR related inquiries from the team regarding interpretation of UM guidelines, UM communications that impact employee benefits, etc.

Procurement Support (20%)

• Provide procurement support on Tuesdays and Thursdays and when the primary Procurement Specialist is out of the office.
• Review and approve purchasing request forms.
• Submit requisitions for purchase orders, marketsite carts, invoices for payment, and reimbursement requests.
• Assist with executing, tracking, and maintaining service contracts.
• Assist with booking travel arrangements and PCard reconciliation.

Faculty Director Support (15%)

• Assist with meeting preparation, to include agenda creation, sharing, note taking as it relates to OPEN research projects
• Support faculty with the manuscript submission process and filling out the OPEN intake for for publications tracking
• Manage CV and biosketch requests as needed for proposal submissions
• Manage Faculty Director calendaring and meeting schedules, as needed
• Other Faculty Director support as needed

Facilities and Equipment Maintenance (10%)

• Manage all OPEN staff equipment; ensure all staff have working laptops, remote workstations, and in-office workstations. Maintain and order new equipment as requested.
• Track all OPEN equipment and manage, update, and maintain all Request for Removal forms as needed.
• Manage the OPEN OWL equipment, OWL meeting calendar, and set up the OWL as needed for all Staff Huddles and other requested meetings.
• Facilitate HITS or ITS requests as needed; submit requests related to computer purchases, reimaging, disposal, or other computer related inquiries.
• Submit facilities requests for nameplate changes, furniture requests, new space requests for recruitment, custodial requests, and other requests as needed.

Other duties as assigned by supervisor (5%)

• Assist with office organization
• Assist with event planning and execution for the OPEN team.
• Other tasks as assigned.

Required Qualifications

• Bachelor's Degree and 4+ years of professional experience.
• Ability to work independently and as part of a team.
• Strong organizational skills and ability to prioritize multiple tasks and responsibilities.
• Excellent written and verbal communication skills.

Preferred Qualifications

• Ability to quickly learn new systems, processes, and policies.
• Experience with UM systems - M-Pathways HRMS and Financial & Physical Resources System, M-Reports.
• Knowledge of Microsoft Applications: word, excel, outlook, and powerpoint.
• Knowledge of UM and Department HR and Purchasing policies and procedures.

Interested candidates are invited to submit a resume/CV and cover letter outlining their qualifications and interest in the position. Please include contact information for three professional references. Applications will be reviewed on a rolling basis until the position is filled.