CTSO Administrative Assistant

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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.

Summary

The Clinical Trials Support Office (CTSO) is seeking an experienced administrative professional to provide support for the unit's Michigan Clinical Trial Support Unit (M-CTSU) Clinical Research Coordinator (CRC) team, the unit's Medical Director, Director of Operations, and many project initiatives to improve the quality and efficiency of clinical trial operations.

The CTSO is part of Michigan Medicine's research mission working towards improving clinical care, value, and health outcomes by successfully executing a diverse portfolio of high-quality clinical research. The CTSO provides the organizational structure of local service units, central infrastructure, and oversight of the M-CTSU which provides comprehensive support to study teams across all of Michigan Medicine.

Mission Statement

Michigan 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.

Why Join Michigan Medicine?

Michigan Medicine is one of the largest health care complexes in the world and has been the site of many groundbreaking medical and technological advancements since the opening of the U-M Medical School in 1850. Michigan Medicine is comprised of over 30,000 employees and our vision is to attract, inspire, and develop outstanding people in medicine, sciences, and healthcare to become one of the world's most distinguished academic health systems. In some way, great or small, every person here helps to advance this world-class institution. Work at Michigan Medicine and become a victor for the greater good.

What Benefits can you Look Forward to?

• Excellent medical, dental and vision coverage effective on your very first day
• 2:1 Match on retirement savings.

Responsibilities*

• M-CTSU Clinical Research Coordinator Team (50%)
  • Assistant support for the unit Administrator
  • Manages and maintains multiple team calendars, including the unit managers? calendar
  • Meeting and event coordination, including conducts polls for availability, reserves meeting rooms, sets up registration, arranges for catering and equipment needs, prepares and distributes agenda and meeting materials, takes minutes/notes, and coordinates action items
  • Provides coordination of communications for the managers. Responds timely to inquiries and triages to the appropriate party
  • Provides human resources transactional support including eRecruit transactions, CTSU onboarding and offboarding, scheduling candidate interviews, and submitting personnel action requests (PARs)
• CTSO Office Operations (35%)
  • Assistant support for the Medical Director and Director of Operations.
  • Maintains updated directories, contact lists, and email groups for various committees and research teams.
  • Manages and maintains Directors? calendars.
  • Meeting and event coordination, including conducts polls for availability, reserves meeting rooms, prepares and distributes agenda and meeting materials, takes minutes/notes, and coordinates action items as needed.
  • Facility management, maintenance of office equipment, purchase/organization of shared supplies.
  • Understands finance and procurement policies in order to reconcile P-cards and expense reports
  • Organizes and submits required staff documents
• Project Initiatives (15%)
  • On-site planning and hosting responsibilities for various training and education events
  • Point of communication for event attendees and partners
  • Track event attendee records in database
  • Manages financial transactions associated with events
  • Assists Project Manager in collecting and collating data for the project
• Other
  • Perform other related duties as assigned

Supervision Received This position receives administrative supervision from the CTSO Director of Operations. Functional supervision will be received by the M-CTSU CRC Administrator.

Supervision Exercised None

Required Qualifications*

• High school diploma or GED
• Minimum four-years of demonstrated progressive administrative experience

Desired Qualifications*

• Bachelor's degree and/or equivalent combination of education and experience
• Familiarity with general human resource processes
• Ability to provide outstanding customer service
• Must have strong interpersonal skills and ability to successfully work with all levels of the organization and with external stakeholders and colleagues
• Strong organizational skills with demonstrated attention to detail
• Excellent attendance, punctuality and dependability
• Outstanding written, verbal, email communication skills
• Self-motivated with an ability to set priorities, focus on the job at hand, and act both independently and as a team
• Flexibility to meet changing priorities
• Fluency with Microsoft Office (Excel, Word, PowerPoint, Outlook), Adobe
• Basic understanding of U-M Medical School research activities
• Working knowledge of University policies and procedures
• Experience with organizing on-site events including planning, registration, catering, basic AV support, basic accounting and reporting
• Proficient with Concur, MPathways, HR systems, REDCap
• Motivated to help others

Work Schedule

This position supports normal business hours, Monday - Friday with rare occasional early mornings or late afternoons. This is an on-campus position with opportunity for remote work.

Additional Information

Michigan Medicine and the CTSO is firmly committed to advancing inclusion, diversity, equity, accessibility, and belonging, which are core to the culture and values of the Medical School Office of Research. Our community supports recruiting and cultivating a diverse workforce as a reflection of our commitment to serve the diverse people of Michigan and the world. We strive to create a work culture where each team member feels respected, valued, and safe.

Background Screening

Michigan Medicine conducts background screening and pre-employment drug testing on job candidates upon acceptance of a contingent job offer and may use a third party administrator to conduct background screenings. Background screenings are performed in compliance with the Fair Credit Report Act. Pre-employment drug testing applies to all selected candidates, including new or additional faculty and staff appointments, as well as transfers from other U-M campuses.

Application Deadline

Job openings are posted for a minimum of seven calendar days. The review and selection process may begin as early as the eighth day after posting. This opening may be removed from posting boards and filled anytime after the minimum posting period has ended.

U-M EEO/AA Statement

The University of Michigan is an equal opportunity/affirmative action employer.

Job Opening ID

251118

Working Title

CTSO Administrative Assistant

Job Title

Admin Asst Sr Healthcare

Work Location

Ann Arbor Campus

Ann Arbor, MI

Full/Part Time

Full-Time

Regular/Temporary

Regular

FLSA Status

Nonexempt

Organizational Group

Medical School

Department

MM Research - Clinical Trials

Posting Begin/End Date

7/01/2024 - 7/08/2024

Career Interest

Administration