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The Department of Mechanical Engineering (ME) is seeking an experienced Administrative Assistant Intermediate to provide purchasing, reimbursement, and administrative transaction support to faculty, staff, and students. This role has primary responsibility for independently processing routine and moderately complex purchasing and reimbursement requests and provides backup support for front office, event, and departmental operations.
The successful candidate will demonstrate attention to detail, sound judgment, effective communication, and consistent follow-through. This position requires the ability to manage multiple requests in a fast-paced academic environment, follow University and departmental procedures, resolve routine transaction issues, and recognize when matters should be escalated. The position will also contribute to cross-coverage by documenting processes, sharing knowledge, and serving as backup for peer administrative roles as needed.
1) Purchasing, Reimbursements & Transaction Support (80%)
- Process routine and moderately complex purchasing requests through Amazon, M-Marketsite, web vendors, purchase orders, and PCard, following University and departmental policies and procedures.
- Review purchasing requests for required information, appropriate funding, business purpose, supporting documentation, and approvals; follow up with requestors to obtain missing information.
- Work with faculty, staff, students, grant managers, and finance staff to verify funding sources and facilitate timely processing of transactions.
- Process and support reimbursement requests, including gathering and reviewing documentation, communicating with requestors, submitting requests through the appropriate University process, and monitoring transactions through completion.
- Provide guidance to faculty, staff, and students on routine purchasing and reimbursement documentation and procedures; refer complex, high-dollar, unusual, or policy-sensitive matters to senior administrative or finance staff.
- Maintain complete purchasing and reimbursement documentation, including receipts, order confirmations, packing slips, funding information, and approvals, to support reconciliation and departmental recordkeeping.
- Manage or support Online Purchasing System (OPS) activity, including maintaining order status through receipt, running reports, following up on outstanding orders, and supporting OPS group maintenance as assigned.
- Coordinate with vendors, Procurement Services, Accounts Payable, and the Shared Services Center (SSC) to resolve routine order, invoice, payment, vendor, and reimbursement issues.
- Assist with vendor creation and maintenance requests by gathering and submitting required documentation.
- Support PCard reconciliation by collecting receipts and other supporting documentation and following up on missing information.
- Assist with returns and RMAs by gathering documentation, communicating with requestors and vendors, and monitoring the return or replacement through completion.
- Process or support PeoplePay, honoraria, and other routine payment-related transactions as assigned, following established procedures.
2) Event, Visitor & Meeting Support (10%)
- Provide logistical support for department seminars, meetings, events, and visitor hosting.
- Assist with room reservations, catering and food orders, parking requests, transportation arrangements, event supplies, and related purchasing.
- Help prepare and distribute event materials, announcements, itineraries, and related communications.
- Provide day-of event support as assigned, including greeting guests, assisting with room setup, supporting routine hybrid or Zoom logistics, and helping resolve logistical issues.
- Assist with visitor hosting logistics by gathering travel information, coordinating schedules, and collecting reimbursement documentation.
- Provide support for recurring department events and programs during staff absences or peak periods.
3) Front Office, Mail/Shipping & Department Operations?Backup Support (10%)
- Serve as the department's welcoming first point of contact by greeting visitors, responding to walk-ins, and directing faculty, staff, students, and guests to the appropriate resources.
- Triage the department's shared communications, including phone and email inquiries, and route requests to the appropriate staff member or office.
- Support daily mailroom and package processes, including receiving, tracking, sorting, and notifying recipients when items are available for pickup.
- Manage conference room reservations and scheduling support, including approving routine requests, placing reservations, and assisting with alternate room options as needed.
- Maintain office supply inventory and place routine supply orders as needed.
- Monitor office equipment and shared department spaces; submit service requests and help ensure kitchens, coffee areas, and common spaces are stocked and functional.
- Maintain basic job aids, checklists, and documentation for front office and operational processes.
- Provide back-up coverage during absences, peak periods, or as assigned to support department operations.
- Route shipping requests to the appropriate University tools or contacts, such as ESHIP, and retain required documentation.
- Facilitate specialized shipping needs, including hazardous material shipments or international shipping questions, to trained staff or appropriate University offices.
- High school diploma or equivalent.
- At least 2-4 years of administrative, office, customer service, or related experience, or an equivalent combination of education and experience.
- Customer service orientation and ability to communicate effectively, written and verbal, with faculty, staff, students, and external vendors.
- Experience assisting with event logistics, room reservations, visitor support, or meeting coordination.
- Experience managing multiple routine tasks at the same time, such as responding to walk-ins or phone calls while monitoring email, processing requests, updating calendars, or supporting office operations.
- Proficiency with common office tools such as email, calendars, word processing, spreadsheets, and shared documents.
- Ability to work independently on routine tasks and seek guidance when needed.
- Ability to handle sensitive or confidential information appropriately.
- Experience with routine purchasing, reimbursements, or financial documentation.
- Experience working in a higher education, academic, or complex administrative environment.
- Familiarity with University of Michigan systems or processes, such as MPathways, M-Marketsite, or OPS etc.
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.
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.
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.
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.
