Administrative Coordinator

Summary

The Institute for Firearm Injury Prevention is a transdisciplinary institute that works to engage the breadth of expertise across the University of Michigan, with input from nonacademic stakeholders, to generate knowledge and advance solutions that will decrease firearm injury in the United States. The Institute fosters research that is mindful of the critical social and historical context of firearms in the U.S., and is inclusive of diverse viewpoints, disciplinary perspectives, and approaches. It also serves as a national hub for research that drives new solutions to this public health crisis, and trains the next generation of leaders in the field. The Institute is supported by an organizational structure that provides internal oversight and external guidance, and focuses activities across five cores: 1) research, 2) education and training, 3) community outreach and translation, 4) data and methods, and 5) policy.

The Institute is seeking a highly motivated professional to perform a variety of professional and administrative duties in support of the day-to-day operations of the organization. The ideal candidate will be an enthusiastic team-oriented individual who will help provide administrative oversight of Institute operations and selected initiatives. This position will provide support for the Co-Directors, Managing Director, Core Leads, research faculty, research and Institute staff, and student researchers. While advancing the goals and objectives of the Institute, the successful candidate will be expected to think critically, problem solve, and exercise independent judgment in their work and decision making.

Responsibilities*

Under the direction of a senior administrative coordinator, the candidate will:

Administrative support and oversight

Develop and support Institute operational procedures and processes to ensure efficiency and effectiveness including: oversight of space and equipment; development of internal controls; management of research support materials (biosketches, CVs, citation management, grant proposal documents); and organization of seminars, board meetings, presentations, webinars, in-person meetings and other events.

Provide high-level, pro-active support for all meetings and workgroups, including scheduling, preparing and sending materials, setting up for in-person/hybrid/remote meetings and workgroups, taking detailed meeting notes, providing written reports, tracking action steps and generating all necessary correspondence to ensure work is completed in a timely manner.

Provide complex calendar management, exercising discretion and judgment to analyze and appropriately prioritize complicated and challenging schedules; setting priorities when there is a conflict; obtaining information regarding the meeting and providing the team with background information needed for decision making regarding scheduling major meetings.

Prepare vendor contracts, including managing room and meal reservations.

Organize travel for team members and invited visitors.

Provide administrative support to research projects.

Assist the team in tracking and reporting of progress and impact.

Communications

Curate and manage content for the Institute’s website with the Institute team.

Support communications manager by monitoring and tracking communication efforts, including website traffic, media coverage, and other methods.

Communicate with internal and external stakeholders related to Institute research, education, data, policy, and outreach activities.

Prepare and edit Institute presentations, informational flyers, emails and other materials.

Financial

Assist with financial functions of the Institute such as the preparation and processing of expense reports, vendor contracting, and purchase orders.

Assist with procurement of goods/services using M-Pathways.

Assist team members with reconciling P-card statements.

Assist with the development and oversight of budgets.

Document and track project and activity spending.

Appointment and Hiring Processes

Help coordinate matters related to the Institute’s hiring process, including overseeing the application process, arranging interviews, and tracking evaluations and feedback.

Assist with the Institute’s hiring processes for faculty, staff and students (i.e., ordering equipment for new personnel, developing and providing onboarding processes, tracking in-office equipment and at-home equipment).

Required Qualifications*

Bachelor’s degree or an equivalent combination of education and experience. 

At least 5 years of administrative support experience, especially with research units or teams. 

Flexibility in work schedule to support in person projects and events. 

Strong analytical ability is required to gather and summarize information, solve administrative problems, and prioritize work assignments independently.

Excellent interpersonal and written and verbal communication skills. 

Ability to manage and prioritize multiple projects at once. 

Ability to provide outstanding customer service. 

Proficiency with citation management programs, and the Microsoft Office suite.