Administrative Assistant Intermediate

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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 skills and experience that directly relate to this position.

Job Summary

Department Summary:

Student Life is a large diverse division with a large footprint that encompasses Housing, MDining, Unions, Conference and Events, University Health & Counseling services (UHC), Michigan Recreation and many more centers and programs within Student Life. Student Life Budget & Finance (SLBF) provides all financial activities and Student Life Technology Solutions (SLTS) provides all technology-related activities for the division of Student Life and each has 27 full-time employees.

Student Life Budget and Finance (SLBF) prepares monthly, quarterly and annual financial reports, prepares annual budgets and forecasting, data analysis, procurement and accounts receivable support across Student Life. SLBF also facilitates the annual Internal Controls gap analysis process, provides financial system and business process training as well as updates to U of M processes and policies within Student Life.

Student Life Technology Solutions enhances the student experience by collaborating with Student Life and campus partners to deliver innovative technology solutions. The team prioritizes building strong relationships with Student Life units, gaining deep insight into their needs, and providing customized support while leveraging efficiencies where appropriate. SLTS key functional areas include Operations and Infrastructure, Web and Applications, Project Management, and Business Intelligence.

Position Summary:

This position provides office management and administrative support to both Student Life Budget & Finance (SLBF) and Student Life Technology Solutions (SLTS), with approximately 50% of the position's time allocated to each department. The financial and purchasing responsibilities outlined below will support both departments and their respective directors.

Responsibilities*

35% - Administrative Duties

• Assist and advise on physical and electronic file management; help organize and curate SLTS's digital presence, and projects.
• Plan and organize events as needed.
• Organize meetings that are large or cross between Michigan Medicine and the Central campus calendars.
• Manage keys and physical access to office space and scheduling system (based on building).
• Make travel arrangements for unit staff as required.
• Prepare periodic reports for senior management to review.
• Initiate Housing and Plant trades work orders into University systems and follow up as necessary.
• Coordinate hiring process for student interns, temporary, and permanent employees, including scheduling, paperwork, etc.

30% - Program Administration

• Coordinate with Information and Technology Services (ITS) and Student Life units to manage the current inventory of computer hardware.
• Work in TeamDynamix (ITS ticketing system) to submit tickets and technology orders.
• Work in conjunction with staff in Trello to process onboarding and offboarding cards.

15% - Routine Office Duties

• Manage electronic calendars, schedule meetings/appointments, follow up on all schedule-related issues, and manage voice/electronic/written correspondence for unit leadership for both SLTS and SLBF.
• Create and manage Excel spreadsheets by entering and updating data, developing and utilizing formulas, and implementing scripts to automate processes and enhance data analysis for both SLTS and SLBF.
• Foster a positive and inclusive workplace environment.
• Coordinate maintenance and repair of office equipment and University vehicles.

10% - Purchasing Duties (for both departments)

• Perform routine purchasing transactions for office supplies, computer peripherals, and other items as directed by SLTS/SLBF leadership.
• Monitor contracts for renewal and compliance, and assist in the creation, processing, and administration of service contracts in collaboration with Student Life purchasing.

10% - Financial Duties (for both departments)

• Prepare projections of routine expenditures for products used in the office.
• Reconcile monthly P-Card transactions.
• Assist in reconciling financial records.

Required Qualifications*

• Associate's Degree or an equivalent combination of education and experience
• Minimum of 3 years of administrative support experience
• Demonstrated experience in Microsoft Excel
• Demonstrated computer literacy in common Microsoft Office software (Word and PowerPoint), Google Workspace (Gmail, Calendar, Documents, Forms, Sheets, Slides, and Drive), and the ability to learn specialized software
• Excellent communication skills, including the ability to write basic correspondence, use proper grammar, and interact professionally with individuals from diverse backgrounds.
• Familiarity with coordinating with outside vendors and/or contractors.
• Ability to work under pressure, set priorities, exercise initiative, meet deadlines, and work effectively both independently and collaboratively as part of a team.

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

This role may have reporting obligations under Title IX and Clery.

Authorization to work in the U.S. is a precondition of employment and applicants for this position will not be sponsored for work visas.

Salary may vary depending on qualifications, experience, and education of the selected candidate.

Relocation will not be offered for this role.

#studentlife

Position Responsibilities Criteria (leadership and behavioral qualities expected in this position):

• Excellent interpersonal communication, written communication, and customer service skills.
• Excellent organizational, analytical, problem-solving, and decision-making skills.
• Attention to detail, a high degree of accuracy, a commitment to confidentiality, and the ability to balance multiple simultaneous projects
• Ability to balance multiple competing priorities, meet deadlines, and adapt to changing demands and priorities.
• Ability to work independently and to contribute and collaborate effectively as a team member.
• Ability to take initiative in all areas of responsibility.
• Ability to work in a diverse environment and be sensitive to multicultural issues.
• Ability to be flexible to changing priorities and work effectively in dynamic environments.
• Ability to manage multiple tasks, prioritize responsibilities, and meet deadlines consistently.

Financial/Budgetary Responsibility:

• Prepare projections of routine expenditures for office products.
• Interface with M-Pathways, process purchase orders, P-Card transactions, and service contract payments.
• Assist in reconciling financial records

Working Conditions:

This is a hybrid position working 40 hours per week Monday through Friday. This position would be in the office on Mondays and Thursdays and remote the other days of the week. A flexible schedule between 7:30 AM and 5 PM may be possible based on business needs.

Physical or other Requirements:

May require you to be stationary for long periods of time.

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 any time after the minimum posting period has ended.

U-M EEO Statement

The University of Michigan is an Equal Opportunity Employer. We are committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants, including protected veterans and individuals with disabilities.