Operations Specialist

JOB OPENING ID: 279656

MODES OF WORK
Hybrid

REGULAR/TEMPORARY: Regular

ORGANIZATIONAL GROUP: Medical School

DEPARTMENT: MM Ofc of Grad & Postdoc Stud.

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.
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.
Job Summary

The Office of Graduate and Postdoctoral Studies (OGPS) within the Medical School is looking to hire an Operations Specialist. This intermediate-level position manages the office’s administrative, operational, and engagement objectives. In addition, this person will serve as the in-house expert on University policies, procedures, and practices. The Operations Specialist reports to the Administrative Director and is under their general supervision.

OGPS provides comprehensive support services to over 1,700 doctoral, master’s, and post-baccalaureate students, as well as postdoctoral fellows and more than 500 faculty members who train learners and trainees within the medical school. With the growing support and services we provide, as well as the evolving landscape of higher education, things are constantly changing within the office, and at times, it can feel like a circus. Therefore, the Operations Specialist serves as a trusted partner, liaison, and ambassador for senior management, ensuring that administrative and business operations, academic programs, and educational initiatives support leadership-established objectives and comply with standard protocols.

The duties and responsibilities of this position fall into five main areas.

1. Manage special projects and initiatives.
2. Lead the logistics for activities, meetings, and events.
3. Manage student engagement activities and events.
4. Providing administrative support to faculty leaders.
5. Completing general administration tasks.

Details of these domains are included below in the responsibility section of the job description.
Responsibilities*

20% Special Projects & Initiatives

• Collaborate with senior management to manage the administrative and business functions of the office, including the following:
  • Task Forces and Special Committees
  • Faculty Director hiring searches
  • Standard Operating Procedures (SOPs)
  • Continuity of Operations Plans (COOPs)
  • Annual Reports
  • Flu Vaccinations compliance
  • Office database and software maintenance
  
  
• Responsible for the overall management, performance, and completion of ad hoc special projects related to the team’s work.
• Collaborate with various team members on projects.

20% Engagement Activities and Events

• Manage the development, planning, and implementation of school-wide engagement activities and events for the learning community, which include the following:
  • Monthly art wellness, community building, and social events
  • Monthly cultural celebrations
  • Curating monthly cultural displays and campaigns
  • Coordinate the activities of Graduate Student Appreciation Week
  • Advise student organizations
  • Maintain and update the internal SharePoint website.
  • Generate and distribute weekly news summaries (Neuroscience only).
  
  

20% Event Planning

• Lead and manage all logistics related to the 400+ events and activities across the 11 programs and teams within OGPS, which includes the following:
  • Select and reserve a location/site.
  • Coordinate and order catering/food orders.
  • Manage registration and attendee tracking.
  • Coordinate A/V arrangements and support for in-person, virtual, and hybrid events.
  • Coordinate travel and lodging arrangements.
  • Develop meeting agendas and travel itineraries.
  • Coordinate with the OGPS Marketing Communications Specialist to create fliers and announcements for publication on the website and in the newsletter.
  • Set up and wrap up for events.
  • Purchase materials and supplies.
  • Track expenses, submit expense reports, and reconcile budgets.
  
  
• Functional supervision of an administrative assistant who performs these duties.

20% Leadership Administrative Support

• Provide administrative support to the Associate Dean and Administrative Director, which includes the following:
  • Calendar management
  • Meeting coordination
  • Travel arrangements
  • Expense reports
  • Communication and correspondence
  
  

20% General Administration

• Complete ad hoc administrative tasks.
• Attend staff, team, and project meetings.
• Serve as a backup to the Administrative Assistant.
• Perform additional duties and responsibilities as assigned related to academic and student services and office operations.
• Serve on staff committees.
• Achieve professional development opportunities.

Required Qualifications*

• One of the following:
  • Bachelor’s degree and at least three (3) years of equivalent full-time work experience
  • Associate’s Degree and at least five (5) years of equivalent full-time work experience
  
  
• 2+ years of experience in student and academic affairs, services, administration, event planning, or similar functional areas

Skills You Have

• A knack for staying organized and planning ahead
• Strong attention to detail
• Strong written and verbal communication skills
• Works well independently and in a team environment
• Effective prioritization and multitasking skills
• Passionate about supporting students and learners

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

Modes of Work

Positions that are eligible for hybrid or mobile/remote work mode are at the discretion of the hiring department. Work agreements are reviewed annually at a minimum and are subject to change at any time, and for any reason, throughout the course of employment. Learn more about the work modes.

This position has a hybrid schedule. This position operates on a hybrid schedule, with at least 2 days a week spent in the office. The position is expected to be in the office during in-person events.
Work Schedule

This is a full-time position.
The anticipated work schedule is Monday – Friday, 8:00 – 5:00 PM.

Additional Information

Selected candidates whose start date at the University is after December 31 will not be eligible for the Medical School?s upcoming salary/merit plan unless otherwise notified.

Lastly, there are internal candidates applying to the position.
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 Reporting 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 any time after the minimum posting period has ended.
U-M EEO Statement

The University of Michigan is an Equal Opportunity Employer. We are committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants, including protected veterans and individuals with disabilities.

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