How to Apply
A cover letter is required for consideration for this position and should be attached to 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.
Job Summary
The University of Michigan Procurement Services is seeking an Administrative Project Coordinator to join our Property Control team. In this role, you will ensure annual compliance with all federal and military agencies while maintaining the status of University funding approvals in the Property Control systems. You will work collaboratively with ORSP, Financial Operations, Sponsored Programs, and Property Disposition to review project grant and award closeouts and sponsor contracts to ensure adherence to project grant terms, conditions, and fund allocations. As part of the Property Control team, you will collectively help manage all university owned, sponsor funded, and sponsor owned capital equipment with a strong focus on sponsor funded and owned.
The successful candidate must be self-motivated, possess technical skills, independent problem-solving skills, excellent communication, good follow-up skills, and strong attention to detail.
Responsibilities*
Contract & Grant Closeouts, 30%
- Ensure grant/award closeouts are done monthly, including timely review and data capture in Government Owned Database
- Maintain rapport with university departments to process closeouts and capital equipment reports
- Confirm title obligations for sponsor acquired capital equipment
- Create clearance memos for equipment on inactive/active grants
- Work with the Sponsored Programs department, notifying contacts about completed Fabrications, closing awards, equipment reports, and fund allocation
Annual Reports to Federal Agencies, 30%
- Maintain status of University funding approval in the Property Control system, per ONR (Office of Naval Research) and FAR 45 (Federal Acquisition Regulation)
- Ensure annual compliance with all federal and military agencies (DOE, NASA, HHS, etc.)
- Review new contracts for equipment clauses quarterly and maintain log of all changes
- Update and maintain in-house government owned equipment database
- Provide necessary inventory data to agencies upon request
- Update and maintain procedures manual
- Work with Financial Operations to map out property control procedures for both sponsor funded and university funded capital equipment
Department Biennial Inventories, 25%
- Maintain spot check scorecards, changes, and departmental response
- Effectively track Biennial Inventory returns and issues
- Investigate all retired equipment comments by departments and include proper documentation
- Ensure all documentation is properly communicated to Financial Operations for equipment retirements
- Maintain data integrity of retirements and changes by Financial Operations
Specialized Projects & Technology Support, 15%
- Handle special departmental data requests
- Run reports as required for various University of Michigan audits, including PwC (PricewaterhouseCoopers) and ONR (Office of Naval Research)
- Support Property Disposition requests for additional asset documentation
Required Qualifications*
- Associate degree or 4+ years of equivalent combination of education and experience from which comparable knowledge and abilities can be acquired.
- Significant experience with office management and daily operations.
- Strong verbal and written communication skills.
- Significant experience with PCs and desktop software such as Microsoft Office Suite and Google platform, including Gmail, Docs, and Sheets.
- Excellent organizational skills with strong attention to detail.
- Ability to effectively prioritize a wide range of responsibilities in a dynamic environment and proactively anticipate needs and address concerns.
- Passion for building strong working relationships and communicating effectively with a diverse group of constituents; effective use of discretion and judgment with sensitive material.
- Commitment to promoting a positive environment that supports diversity, equity, inclusion, and accessibility.
- Experience assisting colleagues or customers with policies, procedures, and technology.
Desired Qualifications*
- Knowledge of U-M processes and procedures
- Familiarity with government grants and contracts
- Experience with audit compliance
- Knowledge of Uniform Guidance guidelines (OMB)
- Knowledge of M-Pathways & Business Objects
Work Schedule
This is a full-time position. As part of the University of Michigan Finance Division's Future of Work initiative, this position may work onsite or hybrid (both onsite work and remotely) based on the business needs of the position.
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.
Additional Information
The University of Michigan, with an operating budget of $11 billion, is a leader in higher education. The Finance Division reports to the Executive Vice President and Chief Financial Officer and partners with the university community to provide the financial infrastructure essential to being one of the world's greatest public universities. We are comprised of several units, including Financial Operations, Procurement Services, Treasury, and Financial Analysis. While encompassing distinct functional areas, we share a common set of values and goals. For more information about the Finance Division, please go to www.finance.umich.edu.
We offer an extensive total compensation package, including competitive pay, two-for-one retirement contributions, a variety of health insurance options, and a generous vacation plan. In addition, there are seven paid holidays and four paid season days.
NOTE: Candidates for this position must be legally authorized to work in the United States. Visa sponsorship is not available for this position.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 anytime after the minimum posting period has ended.
U-M EEO/AA Statement
The University of Michigan is an equal opportunity/affirmative action employer.