Administrative Assistant Associate – HigherEdJobs

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JOB OPENING ID: 205917

REGULAR/TEMPORARY: Regular

ORGANIZATIONAL GROUP: Inst Soc Research

DEPARTMENT: SRC – Youth & Social Issues

SALARY: $35,000.00 – $40,000.00

How to Apply

A cover letter is required for consideration for this position and should be attached as the first page of your resume. The cover letter should address your specific interest in the position and outline your skills and related experience.

Who We Are

The Monitoring the Future (MTF) project is searching for an Administrative Assistant Associate to be directly involved in the data collection activities of the study. MTF is a large ongoing national study of American youth, and is one of the largest studies within the Survey Research Center (SRC) at the Institute for Social Research (ISR). Supported by the National Institute on Drug Abuse, and ongoing continuously since 1975, MTF has collected data from well over a million respondents. To learn more about the MTF study, go to: http://www.monitoringthefuture.org/.

Responsibilities*

Research Consent and Supply Fulfillment (30%)

  • Fulfill supply requests to be sent to ISR national field staff for school-based surveys.
  • Prepare and send parental consent mailings to schools.
  • Investigate anomalies/errors and report findings to project coordinator.
  • Ship all materials for school-based surveys to field staff.
  • Enter UPS QVN shipment information in an Access database. 
  • Assist with preparing large individualized mailings.
  • Enter data into Excel spreadsheets and Access databases.

Shipping and Receiving (30%)

  • Assist in preparing questionnaire mailings and remailings for large scale longitudinal survey; open, check and log returned questionnaires.
  • Deliver internal mail.
  • Deliver outgoing mail to the mail room twice per day.
  • Prepare large volume shipments using UPS WorldShip.
  • Run UPS WorldShip end of day reports.
  • Communicate with UPS regarding problem shipments.
  • Track packages and troubleshoot missing or delayed packages.

Quality Control Tasks (25%)

  • Edit and check name and address information, utilizing electronic address checking software for address validation.
  • Review information collected by calling center personnel for completeness and accuracy.
  • Conduct tracking of longitudinal survey respondents using internet based search software.
  • Assist with proofing and editing recruitment, marketing, and research documents.

Inventory Management (10%)

  • Inventory and move boxes of supplies and questionnaires.
  • Manage inventories of study supplies.
  • Manage spreadsheets and inventory database.
  • Prepare inventory reports.
  • Assist with re-ordering in a timely fashion avoiding study interruption.

Other Tasks (5%)

  • Prepare individualized communications using automated documents in MS Word and Access.
  • Perform additional project-related tasks as needed, including assisting with other mailings, filing, scanning, and shredding confidential documents.

Required Qualifications*

  • High school education or equivalent.
  • One to two years of experience related to the duties of this position.
  • Experience entering data into databases where accuracy and attention to detail is important.
  • Experience working in a busy, team environment.
  • Experience with large scale shipments and bulk mailings.

Desired Qualifications*

  • Bachelor’s degree in a related field.
  • Six months experience on a survey data collection project.
  • Experience and proficiency with Microsoft Word, Excel, Access and Adobe Acrobat Reader.
  • Experience with UPS WorldShip software.
  • History of balancing and tracking multiple projects at once successfully.

Work Locations

This position will be primarily on-site at the University of Michigan offices in Ann Arbor, with flexible scheduling and remote opportunities made available within our overall Center policies in the future. If relocation is required, we will allow for reasonable time and flexibility to make necessary arrangements.

Additional Information

The Institute for Social Research at the University of Michigan seeks to recruit and retain a diverse workforce as a reflection of our commitment to serve the diverse people of Michigan, to maintain the excellence of the university, and to ground our research in varied disciplines, perspectives, and ways of knowing and learning.

U-M EEO/AA Statement

The University of Michigan is an equal opportunity/affirmative action employer.

U-M COVID-19 Vaccination Policy

COVID-19 vaccinations are now required for all University of Michigan students, faculty and staff across all three campuses, including Michigan Medicine.  This includes those working or learning remotely.  More information on this policy is available on the Campus Blueprint website or the U-M Dearborn and U-M Flint websites.


The University of Michigan is a non-discriminatory/affirmative action employer.

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