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.
This position is responsible for providing administrative support to the Department of Language, Culture and the Arts (LCA), and the position will report to the LCA Administrative Specialist. The successful candidate will provide general administrative support which will include answering phones, event planning and hosting, travel arrangements, financial expenditures, purchasing, maintaining records, assisting with course scheduling, LEO appointment tasks, and other administrative tasks as needed.
The successful candidate will utilize department, college and campus resources to form internal and external partnerships, exercise sound judgment, demonstrate strong initiative, manage multiple priorities independently, and contribute to the efficient operation of the department. This position requires excellent communication skills, attention to detail, discretion in handling confidential information, and the ability to collaborate effectively with colleagues across the university. We are seeking self-motivated, organized individuals with interests in the area of higher education administration.
Responsibilities may include but are not limited to:
General
- Act as first point-of-contact for faculty, staff, students, and guests.
- Support the Department Administrative Specialist with administrative and operational activities.
- Tasks will include composing correspondence, preparing documents, coordinating communications to faculty and students, 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 for faculty, staff, students, and guests.
- Assist department with course scheduling, classroom coordination, and academic administrative processes.
- Coordinate departmental meetings and special events. This may include but is not limited to coordinating logistics for events/meetings (arranging space, food, A/V, and other equipment as needed), coordinating communications, and monitoring budget.
- Assist department with course scheduling, classroom coordination, and academic administrative processes.
Faculty Affairs/HR Administration
- Coordinate Lecturer Employee Organization (LEO) appointments, renewals, overloads, and summer employment actions.
- Prepare personnel documentation and Personnel Action Requests (PARs).
- Maintain faculty personnel records and monitor critical deadlines related to appointments, reviews, and reappointments.
- Assist with onboarding new faculty and staff, including international faculty documentation and visa-related processes.
- Serve as a departmental resource regarding faculty affairs processes and procedures.
Financial
- Process and track financial transactions in accordance with university policies and procedures, including procurement, reimbursements, and P-Card reconciliations.
- Support faculty and staff with travel and expense reporting.
Additional Responsibilities
- Maintain and update the department website in collaboration with college communications staff.
- Develop and distribute announcements, and promotional materials.
- Provide administrative support for study abroad programs.
- Coordinate candidate interviews, campus visits, travel arrangements, itineraries, and reimbursement processes as needed.
- Facilitate onboarding activities for new faculty members to ensure a smooth transition into the department and university community.
- Other department projects and administrative tasks as assigned.
Seeking a self-motivated individual with interests in the area of higher education administration who possesses the following qualifications, attributes, and skills:
Administrative Assistant Senior
- Associate degree
- More than 4 years of progressively responsible administrative support experience.
- Demonstrated high-level professional interpersonal skills and positive service-oriented attitude.
- Experience with prioritizing and handling multiple assignments and competing deadlines simultaneously when needed; ability to adjust to changing priorities and receive direction from multiple people.
- Proven ability to take initiative to solve problems, adapt to changes quickly, make independent judgements, and work effectively and independently
- Excellent written and verbal communication skills.
- High level of professionalism and ability to handle confidential information.
- Proficiency in Microsoft Suite and Google Suite.
- Ability to communicate effectively in a culturally diverse environment.
- Demonstrated ability to work successfully within a team and independently while able to exercise good judgment.
- Excellent organizational, analytical, and problem-solving skills.
Administrative Assistant Intermediate
- Associate degree
- 2-4 years administrative experience
- Proficiency in Microsoft and Google Suites.
- Excellent written and oral communication skills.
- Ability to communicate effectively in a culturally diverse environment.
- Proven ability to prioritize, have exceptional organizational skills, meet deadlines and produce detailed and accurate work
- Customer service oriented with a high level of professionalism and ability to handle confidential information.
- Demonstrated ability to work successfully within a team
- Bachelor's degree plus more than 4 years of progressively responsible administrative support experience in higher education.
- Experience assisting in coordinating meetings and event planning.
- Familiarity with university travel/expense, and procurement policies and procedures is highly desired.
- Proficiency in the Google Suite
- Experience with M-Pathways, Emburse, and other U-M administrative systems.
- Administrative support experience in a U-M department or program.
- Familiarity with and demonstrated efforts supporting a welcoming and engaging environment.
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.
This position may be filled at either the Senior or Intermediate level based on the selected candidate's experience and qualifications.
- The Senior level will be filled at the $51,000- $56,000 salary range.
- The Intermediate level will be filled at the $43,000-$48,000 salary range.
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 will be performed in compliance with the Fair Credit Reporting Act.
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.
