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.
Summary
This position is responsible for providing administrative support and working in partnership with multiple departments in the College of Arts, Sciences and Letters (CASL). This CASL Integrative Support Administrative Assistant Position will report to the CASL Dean?s office and provide interim coverage for Administrative Staff to provide continual and consistent support to the college and to the departments. The successful candidates will get to enjoy a variety of work which will include a rotational schedule to provide general administrative support, assist with course scheduling, LEO letters and review tracking, onboarding new faculty and staff, non-sponsored and sponsored financial transactions and expenditures, provide Concur support to faculty, and other administrative duties as needed. In this role, you will utilize college and campus resources to form internal and external partnerships. We are seeking self-motivated individuals with interests in the area of higher education administration.
Responsibilities*
Under college supervision, responsible for advanced administrative support for CASL and designated departments. Responsibilities will vary based on the CASL and department assignment. They may include but are not limited to:
- Provide administrative support to manage the overall general office tasks that support the operations of CASL and the departments. These tasks include composing correspondence, preparing documents, reports, and presentations, taking and disseminating meeting minutes, coordinating communications, answering questions and email inquiries, copying and collating materials, formatting and proofreading documents, managing electronic and hard copy filing systems, and collecting/tracking/reporting data/information as needed to support the productivity of the office.
- Create a welcoming, organized, efficient and professional office environment, and serve as the front-line resource of information to faculty and staff, and internal and external constituencies whether in-person, on the phone or email.
- Act as the single point-of-contact to CASL and the assigned department.
- Schedule meetings and conference calls exercising judgment to balance competing priorities and demands.
- Anticipate needs regarding all upcoming meetings and activities and exercise initiative, discretion and judgment as to priorities.
- Organize, obtain, and prepare all relevant materials, agendas, and minutes to ensure leadership is properly informed and prepared, generate various reports and documents.
- Assist CASL with course scheduling, LEO letters and review tracking, onboarding new faculty and staff, first level financial reconciliation.
- Prepare and/or submit journal entry request as needed.
- Manage travel arrangements, including air (domestic and international) and ground transportation and hotel arrangements for CASL and department faculty, staff, and guests. Assist faculty and staff with compiling and completing Concur reports.
- Support purchasing needs for the CASL and the department by creating/monitoring non-purchase order, P-Card and Market Site transactions, per U-M specifications.
- Review and reconcile monthly activity, resolving issues, and reporting areas of concern to college supervisor.
- Provide support for hosting, receptions, office meetings, and special events for CASL and the designated department. This may include, but is not limited to: coordinating logistics for events/meetings (arranging space, food, A/V, and other equipment as needed), preparing agendas, taking and disseminating meeting minutes, coordinating communications, and monitoring budget.
- Assigned CASL specific projects and administrative tasks as needed.
Required Qualifications*
Seeking a self-motivated individual with interests in higher education administration who possesses the following skills:
- Demonstrated high-level interpersonal skills and positive service-oriented attitude.
- Ability to take initiative, solve problems, adapt to changes quickly, make independent judgements, and work effectively independently.
- Excellent written and verbal communication skills.
- High level of professionalism and adaptability.
- Excellent organizational skills.
- Proficiency in Microsoft Office Suite.
- Ability to communicate effectively and work with different kinds of constituencies.
- Ability to work both independently and as a part of a team.
- Experience with prioritizing and handling multiple assignments and deadlines simultaneously when needed; ability to adjust to changing priorities and receive direction from multiple people.
Intermediate Level
- High school education or equivalent experience and
- More than 2 years of experience in a related are supporting administration.
Associate Level
- High school education or equivalent
- One to two years experience in a related area supporting administration.
Desired Qualifications*
- Associate or bachelor's degree plus 2 years of office-related administrative support experience.
- Knowledge of organization operations, organizational procedures, and personnel, as well as technical and business vocabulary
- Prior experience with processing financial transactions
- Experience assisting in coordinating meetings and event planning.
- Familiarity with university travel/expense, and procurement policies and procedures is highly desired.
- Experience with M-Pathways, Concur, and other U-M administrative systems.
- Proficiency in the Google Suite,
- Administrative support experience in a U-M department or program.
- Familiarity with and demonstrated engagement in efforts supporting diversity, equity, and inclusion.
Work Schedule
40 hours per week on site Monday through Friday 8:00am through 5:00pm
Underfill Statement
This position may be underfilled at a lower classification depending on the qualification of the selected candidate.
Background Screening
The University of Michigan conducts background checks on all job candidates upon acceptance of a contingent offer and may use a third party administrator to conduct background checks. Background checks are performed in compliance with the Fair Credit Reporting Act.
U-M EEO/AA Statement
The University of Michigan is an equal opportunity/affirmative action employer.