Responsibilities*
This role will perform a variety of high-level support tasks in the areas of administration, executive support, coordination, and communications in the Office of Research and Sponsored Projects. Our office engages campus and external stakeholders on initiatives that safeguard and advance research within the university. This position will support the Operations and Administration and Research and Sponsored Projects functions and report to the Executive Director, ORSP.

Leadership Support

Manage the calendars of the Executive Director and Director, coordinating all aspects of virtual and in-person meeting preparation and follow-up, including reserving meeting space, developing agendas, compiling briefing materials, documenting decisions, distributing meeting notes, and tracking action items.

Coordinate travel for the Executive Director and Directors, including transportation, lodging, itineraries, agendas, and reimbursements through M-Pathways and Emburse.

Draft, edit, and coordinate written communications on behalf of the Executive Director for campus-wide and internal ORSP staff audiences, including announcements, memos, newsletter articles, email messages, and website content. Ensure communications are clear, accurate, timely, and consistent in tone and messaging, and align with ORSP and university communication standards. Work with ORSP leadership, Sr. Manager, Research Administration Communications, and subject matter experts to gather content and route drafts for review and approval.

Participate in meetings and help manage workflow, next steps, and follow up on agenda items.

Exercise discretion and maintain confidentiality in handling sensitive information and documents.

Develop, implement, and manage informal staff recognition programs within ORSP that celebrate staff contributions and support a positive work culture.

Special Projects Support

Support complex special projects within the portfolios of the Executive Director, including initiatives involving multiple campus units, from planning through implementation and closeout.

Provide project coordination and communications support for large-scale initiatives led by the Executive Director and ORSP leadership.

Assist in developing and maintaining documented project timelines, tracking deliverables and action items, coordinate meetings with project teams and stakeholders, and prepare status updates and reports. Track and ensure execution on communication plans and materials to keep stakeholders informed throughout the life of the project.

Serve as a liaison among university stakeholders, campus partners, and ORSP leadership to facilitate communication, coordinate decisions.

Support the units' strategic priorities by preparing briefings and recommendations, documenting decisions, and identifying opportunities for process improvement.

Collaborate to evaluate project outcomes, document lessons learned, and recommend improvements for future initiatives.

Assist with tracking project-related purchases, expenses, and supporting documentation in collaboration with administrative and financial staff as needed.

Communications Support

Assist in creating professional presentations and slide decks for internal and external use. Ensure materials are well-organized, visually appealing, and aligned with organizational standards.

Maintain Sponsored Projects internal resource pages and documentation

Update website content as needed

Assist with in-person, virtual, and hybrid event logistics venue selection, vendor contracts, and A/V setup beyond routine meeting support if needed.

Administrative Support

Provide backup coverage for the Executive Assistant and Receptionist. Activities include coverage for email inquiries as well as office reception as needed.

Support SP staff as needed with preparation of materials for various organizational boards and volunteer committees.

Provide support for workplace culture initiatives aimed at promoting a positive and inclusive work environment. Collaborate with the workplace culture committee, leadership, and other stakeholders to implement initiatives and activities.

Other duties as needed and assigned.