Job Description

Job Summary
The Overdose Prevention Engagement Network (OPEN) is a diverse team dedicated to improving lives and reducing harms of substance use. By engaging with individuals, communities, and organizations, the team shares education and resources to strengthen person-centered prevention, treatment, and recovery.

We are seeking a dedicated Administrative Specialist to join our operations team. The ideal candidate will provide human resource support; facilitate the hiring, onboarding, offboarding, and timekeeping processes for our staff and research assistants. This candidate will also track all OPEN equipment, facilitate HITS/ITS service requests, and assist as a back-up for our procurement processes. This role will require excellent communication and organization skills, team collaboration, and the ability to quickly learn and adapt in a fast-paced research environment.

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.

Responsibilities*
Human Resource Support

Facilitate the Hiring Process for OPEN staff and research assistants (RAs): pulling resumes, scheduling job interviews, facilitating salary settings, filling out position description forms for RAs and other positions as needed.
Facilitate and lead the onboarding and offboarding processes for OPEN staff and RAs.
Manage and update access for OPEN staff using the Group Management Tool, Sharepoint, Google Drive, Slack, building access, and assigning MiChart training as needed.
Maintain and update annual remote/flexible work agreements for all OPEN Staff.
Oversee time reporting, maintain the shared time-off calendar, adding time-off requests as necessary, update and maintain the in-office schedule, train new staff/RAs on proper time reporting, run ad hoc time reports as needed, respond to timekeeping and payroll questions, and approve delegated time sheets.
Review effort assignments across all OPEN projects and assist with the annual effort certification process.
Maintain the OPEN Passport Template, Team Roster, Workplace Handbook, and time tracker spreadsheets, updating as needed.
Track and communicate any HR updates, UM requirements, or upcoming holidays/coordinated days in staff meetings.
Equipment Maintenance

Manage all OPEN staff equipment; ensure all staff have working laptops, remote workstations, and in-office workstations. Maintain and order new equipment as needed.
Track all OPEN equipment and manage, update, and maintain all Request for Removal forms as needed.
Facilitate HITS or ITS requests as needed; submit requests related to computer purchases, reimaging, disposal, or other computer related inquiries.
Manage the OPEN OWL equipment, OWL meeting calendar, and set up the OWL as needed for all Staff Huddles and other requested meetings.
Other duties as assigned by supervisor

Serve as a back-up for procurement processes as needed: review and approve purchasing request forms, submit requisitions for purchase orders, marketsite orders, payment requests, and reimbursements for OPEN staff travel.
Serve on the Data Safety Monitoring Board as needed for designated research projects - scheduling, advanced agenda sharing, and taking notes.
Other tasks as assigned.
Required Qualifications*
Bachelor's Degree and 4 or more years of professional experience.
Ability to work independently and as part of a team.
Strong organizational skills and ability to prioritize multiple tasks and responsibilities.
Excellent written and verbal communication skills.
Desired Qualifications*
Ability to quickly learn new systems, processes, and policies.
Experience with UM systems - M-Pathways HRMS and Financial & Physical Resources System, M-Reports.
Knowledge of Microsoft Applications: word, excel, outlook, and powerpoint.
Knowledge of UM and Department HR and Purchasing policies and procedures.