What are the responsibilities and job description for the Administrative Specialist position at University of Michigan?
Summary
Note: A cover letter and resume are required for consideration for this position; include the cover letter as the first page of your resume. It should specifically address your interest in this position and outline particular skills and experience directly related to this position.
The Economic Growth Institute (EGI), is a unit within the University of Michigan Office of the Vice President for Government Relations. The Institute leverages the University of Michigan resources, research, technologies, and expertise to foster innovation and create positive economic impact for local, state, and national communities and economies by working with small and medium-sized enterprises. The Institute is now looking for a seasoned talented administrative specialist that will join its administrative workforce team, and bring a wealth of diverse admin skillsets. This candidate will need to have the abilities to work in as a team player providing strong dependable and independent assistance to the Business Manager.
Responsibilities*
Sponsored Projects
Assist project directors and staff in preparing and submitting proposals for sponsored research funding. Ensure applications comply with agency and University guidelines. Resolve outstanding issues with ORSP and Financial Operations as new projects are awarded.
Assist and advise staff regarding University research policies and issues including: project budget development, accounting principles, sponsor regulations, and grant or contract terms and conditions. Arrange and process various requests affecting a project, such as time extensions, supplemental funds, changes in the scope of work, and budgetary changes. Manage cost sharing, subcontracts, and related subprojects with other University units.
Provide overall financial management of assigned project grants. Monitor project budget activity to ensure that the projects are continuing as proposed with emphasis on monthly reconciliation and fiscal review. Keep project directors and managers updated on status of funds and in financial reporting to federal, state, and private agencies. Review expenditures for compliance with sponsor guidelines and A-21 guidelines..
Prepare spending projections and financial reports. Respond to requests for financial information. Resolve A-21 issues with Financial Operations, review Financial Status Reports and close out project grants.
Financials
Provide advanced administrative support on financial policies, procedures and internal controls. Prepare and maintain the Institute's budgets and financial accounts.
Track the financial status of general funds, sponsored projects, gifts, and designated funds. Track cost sharing obligations. Monitor expenditures and reconcile accounts. Ensure that the expenses charged to accounts are reasonable and accurate. Investigate and correct financial problems. Prepare journal entries.
Prepare Institute financial data for budget planning and reporting purposes. Prepare reports addressing the overall financial condition of the Institutes revenues and expenditures. Generate standard and ad-hoc financial queries and reports to meet the business needs of the Institute.
Human Resources
Provide administrative support to the Institute on matters related to human resources. Advise staff on policies and procedures.
Process transactions, including appointment changes, account and effort certifications, annual faculty and staff evaluations, and terminations.
Coordinate timekeeping and payroll; ensure that payroll is charged to the appropriate project account at the correct effort; reconcile pay registers; work with central staff to make needed changes.
Prepare appointment, salary, payroll, and benefit reports using Business Objects.
Supervise assigned staff and approve timesheets.
Required Qualifications*
Bachelor's degree in a relevant field. Must have five to seven years of related experience in research administration, financial management, and human resources. Excellent written and oral communication skills. Strong data analysis skills. Ability to work independently and as part of a team. Proven supervisory abilities. Strong organizational skills. Ability to manage multiple responsibilities and manage time effectively. Ability to independently solve problems in a timely manner.
Desired Qualifications*
In-depth knowledge of University policies and procedures and experience developing and implementing unit policies and procedures. Proficiency in navigating all Research, Financials and Human Resources systems. Strong computer skills, in particular Excel and Business Objects.
U-M EEO/AA Statement
The University of Michigan is an equal opportunity/affirmative action employer.
Note: A cover letter and resume are required for consideration for this position; include the cover letter as the first page of your resume. It should specifically address your interest in this position and outline particular skills and experience directly related to this position.
The Economic Growth Institute (EGI), is a unit within the University of Michigan Office of the Vice President for Government Relations. The Institute leverages the University of Michigan resources, research, technologies, and expertise to foster innovation and create positive economic impact for local, state, and national communities and economies by working with small and medium-sized enterprises. The Institute is now looking for a seasoned talented administrative specialist that will join its administrative workforce team, and bring a wealth of diverse admin skillsets. This candidate will need to have the abilities to work in as a team player providing strong dependable and independent assistance to the Business Manager.
Responsibilities*
Sponsored Projects
Assist project directors and staff in preparing and submitting proposals for sponsored research funding. Ensure applications comply with agency and University guidelines. Resolve outstanding issues with ORSP and Financial Operations as new projects are awarded.
Assist and advise staff regarding University research policies and issues including: project budget development, accounting principles, sponsor regulations, and grant or contract terms and conditions. Arrange and process various requests affecting a project, such as time extensions, supplemental funds, changes in the scope of work, and budgetary changes. Manage cost sharing, subcontracts, and related subprojects with other University units.
Provide overall financial management of assigned project grants. Monitor project budget activity to ensure that the projects are continuing as proposed with emphasis on monthly reconciliation and fiscal review. Keep project directors and managers updated on status of funds and in financial reporting to federal, state, and private agencies. Review expenditures for compliance with sponsor guidelines and A-21 guidelines..
Prepare spending projections and financial reports. Respond to requests for financial information. Resolve A-21 issues with Financial Operations, review Financial Status Reports and close out project grants.
Financials
Provide advanced administrative support on financial policies, procedures and internal controls. Prepare and maintain the Institute's budgets and financial accounts.
Track the financial status of general funds, sponsored projects, gifts, and designated funds. Track cost sharing obligations. Monitor expenditures and reconcile accounts. Ensure that the expenses charged to accounts are reasonable and accurate. Investigate and correct financial problems. Prepare journal entries.
Prepare Institute financial data for budget planning and reporting purposes. Prepare reports addressing the overall financial condition of the Institutes revenues and expenditures. Generate standard and ad-hoc financial queries and reports to meet the business needs of the Institute.
Human Resources
Provide administrative support to the Institute on matters related to human resources. Advise staff on policies and procedures.
Process transactions, including appointment changes, account and effort certifications, annual faculty and staff evaluations, and terminations.
Coordinate timekeeping and payroll; ensure that payroll is charged to the appropriate project account at the correct effort; reconcile pay registers; work with central staff to make needed changes.
Prepare appointment, salary, payroll, and benefit reports using Business Objects.
Supervise assigned staff and approve timesheets.
Required Qualifications*
Bachelor's degree in a relevant field. Must have five to seven years of related experience in research administration, financial management, and human resources. Excellent written and oral communication skills. Strong data analysis skills. Ability to work independently and as part of a team. Proven supervisory abilities. Strong organizational skills. Ability to manage multiple responsibilities and manage time effectively. Ability to independently solve problems in a timely manner.
Desired Qualifications*
In-depth knowledge of University policies and procedures and experience developing and implementing unit policies and procedures. Proficiency in navigating all Research, Financials and Human Resources systems. Strong computer skills, in particular Excel and Business Objects.
U-M EEO/AA Statement
The University of Michigan is an equal opportunity/affirmative action employer.
Salary : $60,000 - $70,000