Administrative Assistant Intermediate Healthcare

Job Summary

The Department of Radiology is seeking a qualified Administrative Assistant to provide administrative support for the PET Center. The successful candidate will bring the knowledge, skills, and experience needed to deliver high-quality administrative support in an academic environment. This role requires strong attention to detail and accuracy, excellent planning and organizational skills, strong written communication, and a commitment to outstanding customer service.

The ability to problem‑solve, follow through consistently, and manage multiple priorities is essential. This position supports a fast‑paced operation with shifting demands. The Administrative Assistant must be adaptable, able to work effectively under pressure and meet deadlines, and skilled at building positive working relationships with faculty and staff across the department, college, and University to support a collaborative team environment.

This position will report functionally to the Director of PET and administratively to the Radiology Research Administration Manager.

• Provide general administrative and office support for the PET Center/lab, including updating and formatting CVs in Elements.
• Hosting: Assist with coordinating group hosting activities and related logistics such as reserving rooms and setting up virtual/hybrid meeting links (Teams/Zoom). Arranging catering/refreshments in accordance with unit policies. Preparing welcome materials and communicating logistics before and during the visit. Tracking RSVPs and ensuring follow‑up items are completed after the event/visit.
• Purchasing/Procurement: Order laboratory and office supplies via MMarketsite, internet vendors, and purchase orders; obtain vendor quotes; prepare non‑competitive purchase documentation; coordinate with faculty, staff, and grant managers to confirm and assign appropriate funding sources; track deliveries/receipts; maintain complete supporting documentation for reconciliation.
• Reconciliation: Perform monthly reconciliation of P‑card activity and encumbrances for assigned departmental accounts; collect receipts and backup documentation to support eReconciliation.
• Travel & Reimbursements: Assist faculty, staff, and students with travel planning and booking (airfare, lodging, registration) and prepare reimbursement requests in accordance with University and departmental policies using Concur.
  Records Management/Filing: Build and maintain organized hard‑copy and electronic filing systems for orders, grants, and publications; support PIs with uploading publications to Pub Med Central (PMCID) and maintaining MyNCBI accounts.
• HR/Personnel Support: Use a Teams board (or similar tool) to track new hires; coordinate onboarding and offboarding of lab personnel; approve timesheets as assigned.
• General Clerical Support: Answer and route phone inquiries, take messages, maintain calendars, coordinate and schedule meetings, prepare agendas and take meeting minutes, and submit facilities and HITS/IT tickets as needed.
• Perform other related duties assigned to support PET Center operations and priorities.

• Education:
  
  Bachelor’s Degree in business or related field and 2–4 years of experience, or equivalent combination of education and experience.
• Excellent interpersonal, verbal and written communication skills, as well as strong organizational skills. Ability to set priorities and manage multiple tasks simultaneously is critical.
• Excellent computer skills including Microsoft office suite, Word, Excel, Access, PowerPoint, Adobe Acrobat and One Note.
• Proven ability to work effectively and efficiently, both as a member of a team and independently.

• Experience in field: 4 years or more in Research Administration is preferred. A background in science and basic understanding of the research process will be highly regarded.
• Experience with high‑traffic, multi‑constituency office management strongly desired.
• Experience with Elements, Concur, MPathways and UM purchasing methods strongly preferred.
• Experience with systems/applications: thorough understanding of Excel is required. Wolverine Access, &/or Business Objects…