Administrative Project Coordinator

Administrative Project Coordinator

APH is seeking an administrative project coordinator to support the Senior Manager, as well as the APH team. This role is for an experienced and dynamic staff member with a commitment to contributing to a thriving environment for all members of our community. You will provide administrative support and public health project coordination related to public health response and research activities.

Administrative Support - 50%

Manage and coordinate calendars, meetings and correspondence for the Senior Manager and the APH team

Manage logistics and support materials for meetings and projects, including taking and managing meeting minutes, distributing presentation materials, follow-up on action items, etc.

Support the APH team with the hiring process, including onboarding, training, and coordinating temporary and permanent staff

Monitor and review timesheets for temporary staff

Manage travel arrangements through university approved travel systems and reconcile travel-related expense reports

Support the team with budgetary documentation for multiple budgetary accounts including: assign account numbers to expenditures (including to sub accounts), review unit accounts, and seek adjustments to irregularities

Prepare and submit documentation for expense reports and reconciliation

Order supplies and contribute to hosting and event planning

Public Health and Research Activities - 40%

Collaborate with Senior Manager, research staff and partners on project planning, coordination, and execution

Assist the APH team with preparing UM institutional review board (IRB) applications and amendments

Coordinate and maintain project documentation

Assist with the preparation of literature reviews, research protocols, progress reports, data reports, grant applications, presentations and publications

Ensure timely and accurate communication with collaborators and team members

Identify and implement new methods to make APH more efficient, organized and coordinated using technology and other solutions

Assist with the creation of workflow and data flow diagrams for various projects

Monitor project timelines, budgets and deliverables to ensure project objectives are met

Maintain confidentiality and adhere to ethical conduct in health and research activities

Coordinate and organize logistics for campus vaccination clinics and other public health activities

Other Duties As Assigned - 10%

Required Qualifications

High school education or GED

Four years experience in administrative support and/or project coordination environment

Computer Proficiency, including tools such as Microsoft Office, Zoom, Google suite, etc.

Experience with project coordination (public health preferred), calendar management, and taking meeting minutes

Knowledge of ethical standards in research, public health, and health care